Payne Butler Lang Utilizes Voice to Streamline Dictation Process

Auckland, NZ (PRWEB) September 22, 2009 - Queensland-based Payne Butler Lang is a
firm of lawyers recognized for providing personal service and trusted legal advice.
Established in 1887, they have become the largest law firm in the district. The team
members at Payne Butler Lang pride themselves on a progressive attitude towards law
practice and providing outstanding service to all clients.

In mid-2008, Payne Butler Lang began to look at their dictation processes and recognized
the need for a more robust, reliable product to replace their current, aging digital dictation
solution implemented four years prior. The firm was looking for a product that would allow
them to build on the strengths and benefits they already knew a digital system could offer
and include a more comprehensive workflow solution to handle their daily dictation
workload.

The objectives and requirements were clear. Malcolm Sinclair, Practice Manager at Payne
Butler Lang, explains, “We were already using a digital dictation system within the firm, but
it was very old fashioned technology that we were beginning to outgrow, and the product
really did not have the back-up facilities we required. The idea of a digital dictation product
with speech recognition capabilities really appealed to us as it would allow us to adequately
improve efficiencies within the firm.”

Once the need for a new system was identified, research was carried out in the digital
dictation marketplace to find the right fit for the organization that would meet their needs.
Malcolm describes, “A digital dictation solution with speech recognition functionality was
really what we were looking for. During the process I spoke to a number of dictation
suppliers and discovered that there weren’t many suppliers out there on the market that
have that component.”

WinScribe was also chosen due to the superior support behind the product. “Ultimately,
when purchasing something like this, I like to spend some time with the supplier and see for
myself what kind of support and back-up they give. I did spend some time with the
WinScribe team observing how they operate and was very confident after this visit that they
would be able to provide the support behind the product that we needed. That was a big
contributor behind our decision to purchase WinScribe Dictation.”

After a successful pilot period that involved the managing partner and his practice
administrator, the WinScribe Dictation with speech recognition was rolled out firm-wide,
user by user, with authors dictating using a mixture of Olympus DS 4000 and 5000 digital
handheld recorders to import the dictation files into the WinScribe system. “It has been a
very easy transition from the author’s side. They only have to dock their handheld digital
device on its docking station. The dictation files are uploaded to the WinScribe server and
sent to the appropriate secretary automatically,” Malcolm said.

Since implementing WinScribe Dictation with speech recognition in late 2008, the firm has
seen significant improvements on their previous system. The most benefit can be seen from
the secretary point of view. They find the system very easy to use overall and enjoy the
visibility of being able to see the dictations that come through that have been marked for
speech recognition. The real benefit has been the time savings experienced when typing
dictations. “We conducted some in-house testing that involved secretaries typing dictations
with the old system, versus using WinScribe Speech Recognition, and we were surprised by
the results. Typing was 50% faster using WinScribe with speech recognition, and this has
allowed them to focus more on their core business responsibilities,” Malcolm explains. This
means that WinScribe’s speech recognition functionality has allowed the firm to streamline
their dictation process and increase overall firm efficiencies.

“From a productivity perspective, we have experienced significant increases in terms of
getting the final document to our clients in a timely manner. Our managing partner is
currently getting around 98% accuracy with the system. Even when we have new people in
the firm start using it, they always start off with around 80% and rapidly improve from
there as training on the voice profile is improved.”

Malcolm further adds, “Our system is set up in quite a unique way to allow authors to use
templates. For example, one of our managing partners currently utilizes pre-form letters
through WinScribe’s speech recognition component, whereby he speaks the name of a
particular document that he would like to dictate into (he currently has a list of around 80
forms pre-loaded onto the system to choose from); and the document template appears on
his screen ready to dictate. This means fewer corrections, when the secretary receives the
document and faster output.”

About WinScribe

WinScribe is a world leading provider of digital dictation software supporting business
requirements for digital dictation, transcription, voice recognition, and workflow
management. Founded in 1995, WinScribe has offices in the USA, UK, New Zealand,
Australia and Switzerland, with more than 100 sales partners in over 25 countries
supporting more than 350,000 users worldwide.

The WinScribe solution is built on Microsoft architecture, to ensure easy integration and
maintenance. WinScribe also supports a wide range of manufacturer-independent dictation
devices and is scalable from small, single office locations up to large multinational
corporations. WinScribe is fully customizable to meet the needs of a number of significant
vertical markets including Legal, Law Enforcement, Healthcare, Transcription, Insurance and
Government Sectors.

For further information contact:

Amy Clevidence
Global Marketing Operations Manager
+1 (270) 575-6204
amy.clevidence@winscribe.com
www.winscribe.com