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This policy was developed to formalise the arrangements that exist between the dictators of patient letters and the clinical office administrators who process those letters in order to maintain efficiency and continuity of service, to ensure that responsibilities are clear, and that the processes are clear for reporting errors, faults, and risks.



This policy applies to all users of the Dictate IT transcription service system and the clinical offices within which they work.



The purpose of this document is to set out the key areas of responsibility in the use of the Dictate IT transcription service and to protect clinical office administrators from any repercussions that may arise from errors contained within a letter that they have been asked to sign on behalf of a dictator. The document is also designed to state best practice and express the Trust’s expectations from users of the system.


Policy Details

Download: PDF version
Compiled by: Michelle Symons, Clinical Systems Administrator
Ratified by: IG Steering Committee
Date Ratified: November 2021
Date Issued: November 2021
Review Date: November 2024
Target Audience: Users of the Dictate IT Transcription Service
Contact name: Michelle Symons, Clinical Systems Administrator


See also:

  • Confidentiality and Data Protection Policy
  • Records Management Policy