EMDAT INSYNC
1 Interfacing with Emdat
InSync is an Emdat developed product that securely moves data between a client’s PC or server
and the Emdat servers. It uses a 128-bit Twofish encryption with private key to move data over
an internet connection. Its primary purpose is to move voice files resulting from client’s
dictations; either from a dictator’s hand-held digital dictation devices or from an organization’s
stand-alone dictation server. InSync security allows multiple copies to be running at a client
site including a running copy at the dictator’s workstation in the office and at home.
InSync can also be used to move patient demographic and appointment information, Associate
information (list of outside providers who are copied on transcriptions) to the Emdat servers
and can return transcriptions from Emdat to the client’s server. ShadowLink, another Emdat
product, is the preferred method to move this type of data between the client and Emdat, but
InSync may be used based on specific client circumstances.
InSync runs on a client’s PC or server under Microsoft’s 2000, 2003, XP, or Vista operating
system.
1.1 Local Resources
InSync is a service application written using the C++ programming language. It runs as an
application on the desktop, but resides in the system tray to be unobtrusive. There is a user
interface which is used when configuring the application. Access to the interface requires the
client code and password. InSync has a small footprint on the client machine (less than 12 MB);
however, additional hard drive space is recommended for temporary storage of dictation files.

InSync uses the local drive for temporary file storage (dictation files). It can also save a
copy of the dictation for a configurable time frame (default is 14 days). InSync cleans up
older files to keep its use of the disk space to a minimum.

For moving data files, InSync uses the local drive for temporary file storage and can be
configured to save a copy of the file for a configurable length of days.

InSync requires very little memory or CPU cycles.
1.2 Communication
InSync communicates with the Emdat servers over outbound ports 42001, 42002, 42003, and
42004. It creates a connection whenever it has something to communicate to the Emdat
server; either voice dictations or data files, or sends a request to the Emdat servers to see if
Emdat, Inc.
InSync Overview
Page 1
data is available to be downloaded. InSync terminates the connection at the end of each
communication.
InSync uses the client ID and password to log into the Emdat servers. All communications use
the 128-bit Twofish algorithm with a private key to encrypt messages. The advantage of this
method is that all communications are performed using the secured connection which can be
established inside of the client’s network; either on the client side of the firewall or within the
firewall DMZ zone.
2 Dictation Files for Hand-Helds
InSync supports the following hand-held dictation devices.
Recorder Model
Olympus DS-2
Olympus DS-2200
Olympus DS-3300
Olympus DS-330
Olympus DS-2300
Olympus DS-4000
Olympus DS-3000
Olympus DS-5000
Olympus DS-660
Philips 9400i, 9350, 9450, 9600
Configuration of the Olympus is a four-step process and takes 5 minutes. Initially, the Olympus
DDS software that came with the recorder is installed. The auto-start DSS application is
removed from the Start Folder. Next, the InSync software is downloaded and installed on the
PC or server, and finally, InSync is configured with the recorder. This includes identifying the
dictator who will use the recorder and the document types. There are also configuration
options that allow the recorder to be shared by multiple dictators; when synced with the PC,
InSync can ask who’s dictations these are for.
Installation of the Philips recorder is similar except that it uses an Emdat runtime component
instead of the Olympus DSS software.
When the hand-held digital recorder is plugged into the PC running InSync with the USB cable,
InSync copies the dictations to the PC. It encrypts them and sends them to the Emdat server.
When it receives the receipt for the dictations, InSync removes the dictations from the recorder
and copies the dictations on the PC to a defined storage folder. This option is configurable with
not saving, saving for a specific number of days, or forever. An InSync option can also display
the receipt results on the PC screen with the ability for the user to print them for their records.
3 Dictation Files for Dictation Servers
InSync also supports moving dictation files from the following dictation servers: DVI, AllScripts,
Cerner / Quadris, IQMax, Milner Voice, SRSSoft, Dictaphone, XML Header (formerly AllScripts),
Emdat, Inc.
InSync Overview
Page 2
Dynamic Voice, DigiRouter, Telewave, Crescendo DigiScribe, Medflow. InSync automatically
grabs audio files from a specified folder on the server.
To support these servers, InSync is downloaded and installed. Configuration involves selecting
the dictation server and defining where InSync should look for the audio files.
4 Messages in a HL/7 Environment
InSync can also move patient demographic and appointment information to the Emdat servers
and moves transcriptions from the Emdat servers to the client’s EMR system using the HL7
message format.
For the appointment and demographic information, InSync will listen on a port for incoming
messages. It will encrypt and forward these messages to the Emdat servers, where they will be
decrypted, parsed, and loaded in the client-specific patient and appointment tables. When
receiving data from the client’s system, Emdat is able to accept the fairly standard HL/7
formats. The typical messages used to extract the information are A04 (Outpatient
Registration), A01 (Inpatient Admission), A03 (Inpatient Discharge), A06 (Transfer Outpatient to
Inpatient), and A08 (Patient information update) messages. Other messages, such as O01 and
O02 (order messages), and various SCH (scheduling messages) can also be used.
In a similar fashion, the Emdat transcription exports can be produced in a variety of HL/7
flavors. Some clients prefer flat text with a separate line for every 65 characters of text, each in
a unique OBX segment. Others prefer a single OBX segment with linefeeds designated by a
tilde character (~). Some require the body of the report in an HTML format; others in an RTF
format. Emdat can produce each of these as well as other customized formats.
The Emdat servers produce the proper HL/7 export message at a specific trigger point within
the Emdat InQuiry application. The message is encrypted and is queued for delivery. At the
client site, InSync queries the Emdat server at recurring intervals and pulls down these HL/7
messages when available. It decrypts the message and then passes it to a specific clientdefined IP address and port.
5 Other file formats
InSync is also configurable to accept demographic and appointment information in an Emdatdefined fixed-field width text (.TXT) format, a customized fixed-field width text, or a .CSV
format. Emdat can also accept many report formats that can be parsed for required
information. Instead of listening to a port for an HL/7 message, InSync is configured to look in a
specific directory for the file or to look into a network share. When the file is present, the file is
Emdat, Inc.
InSync Overview
Page 3
encrypted and sent to the Emdat server which decrypts the file, parses the required
information, and stores it in the client-specific patient and appointment tables.
Similarly, the transcription export can be created on the Emdat servers in a variety of file
formats including Microsoft Work (97-2003), .RTF, and .PDF formats. Patient demographic
information from the transcription can be encoded into the file name, file header, or fields such
that the EMR system can automatically import and properly post the transcription. The Emdat
Server encrypts the transcription and queues the result. InSync queries the server on a
recurring basis and, when a file is present, moves the file to the clients system, decrypts it, and
stores the file in a specified directory or network share.
6 Associate information
Most clients send transcriptions to outside referring physicians, insurance companies, and
government or court organizations. The Emdat system saves this address information in a
client-specific Associate database. While this database may be updated by hand via Emdat
InQuiry or by the transcriptionist in the InScribe application, the InSync product allows this
database to be updated from the client’s EMR system’s database of contacts.
The EMR system would produce a fixed-width ASCII .TXT file of all new associates or associate
records that have changed. InSync will look for this file in a specified directory at recurring
intervals and, if present, will encrypt the file and move it to the Emdat Servers. The file is
decrypted at the Emdat servers and the records are added to or updated in the Client’s
Associate database.
7 Requirements
InSync runs on a client-supplied Server or PC running Microsoft operating system 2000, 2003, or
XP, or Vista. The client is responsible for:

The PC or Server hardware.

Microsoft operating system (2000, 2003, XP, Vista).

Keeping the operating system upgraded with the most recent Microsoft upgrades.

Internet connection.

Initial InSync installation.

Specifying the audio file format or required export, patient, and appointment messages
or file formats.

Working with Emdat on testing.
Emdat, Inc.
InSync Overview
Page 4
The installation involves downloading the InSync installation software from an Emdat website,
installing the software, entering a client-specific ID and password into the configuration, and
notifying Emdat of the installation.
Emdat is responsible for:

Completing the InSync configuration to extract the required patient and appointment.

Developing the program to export the transcription into the proper format and
configuring InSync to deliver the message / file.

Testing of the communication path and file / message formats.
InSync Overview
Emdat, Inc.
InSync Overview
Page 5