How to Index Recorded Voice Calls in Trace

This tip sheet will show you how to index voice calls using Face to Face, Voice on Demand and Auto Record in Tracker. We have also included the choosing of your recording source if you have both recording tools on one computer.

Chris Pentland
22 steps
2 minutes

How to Select the Recording Source for F2F and TVOD

From the home screen in the voice tool, select "Tools".

Click "ToolsDropDown" and then "Choose Recording Source"

Click the USB Telephone for TVOD or USB Microphone for Face to Face recordings.

How to Record a Call

Tip! Auto Record records calls as soon as you pick up the phone receiver and talk. It will send the recorded call to Tracker for indexing when you hang up (found on the worklist "My Recordings"). If you have the integrated indexing tool, you can index while on the call. See indexing for Auto Record.

Once you have launched and logged into either Face2Face or Trace Voice on Demand, select the microphone icon to start a recording. Tip: If you like, you can index the call to the patient while on the call if you choose to do so. Otherwise skip down to the indexing the call step

Once you are done with the conversation, you can stop the recording by clicking on that same microphone icon and this will stop the recording.

Indexing a Recording Call to a Patient (both F2F and TVOD) in the tool

Select the tracking number to edit and index the call to the patient you recorded the call with.

Type in the patients last name and first name and select "Search".

Select the appropriate patient in the pop up.

Using Auto Record

Calls made or taken using Auto Record happen automatically, so the recording will start when you pick up the receiver/handset and start talking and when you hang up the call, the recording will stop.

How to Send the Recordings from the Recording Tool (F2F and TVOD) to Tracker

Click "File" in the top left corner of the screen.

Click "Send All to Trace" and any of the recordings even if not indexed will be sent to Tracker and saved for 24 hours on the "My Recordings" worklist in Tracker. They will then be moved out and saved for normal searching after the 24 hour time frame has elapsed.

Indexing Calls in Tracker

Tip! Make sure you have sent the recorded calls in F2F or TVOD tool in the above step in order to index and or see the calls on the "My Recordings" worklist. Auto Record will send these calls to Tracker as soon as you hang up the phone. All calls will be in the "My Recordings" worklist for 24 hours. Then they will be moved to storage. You can always do a search to find them after this time frame has expired.

Click the "My Recordings" from the Worklist Drop-Down List.

Select a transaction/call that needs to be indexed in the top window of the page.

In the "Indexing" area of the page, enter in the last name and first name and choose "search" to start the indexing process.

Choose the correct patient for the call recording.

Enter in any other custom fields, and then select "Patients" drop-down and "Save Patient" to save the indexing.

Indexing Auto Record with the Integrated Indexing Tool

If you have the integrated indexing tool, it will be in your service tray. This allows you to index a call while on a Auto Recorded Call. To launch the application go to your service tray in the bottom right of your screen and click on the Show Hidden Icons arrow.

Hover over the Trace Integrated Indexing Tool icon.

Right Click on the icon and then left click on the Manual Indexing Entry to launch the tool.

The tool will show on your screen and when on a call you can choose (via the drop down) to index to the patients MRN or ACC which is the CSN in Epic, FIN in Cerner and Encounter in Meditech. Just type the MRN or account number into the text box to the right. Then select Submit and the call will be indexed to the patient.

ACC screen shot

After selecting Submit the Indexing screen will remain on your desktop for your next call. You can then minimize the window or leave it up for your next call.