Marino Moller Lawyers look for more with WinScribe

Marino Moller Lawyers began in 1988 in Cairns, with Charlie Marino being the founding partner. Since opening in 1988, the Firm has undergone many changes, and has expanded its operations to four offices throughout Far North Queensland.

The Challenge - improve efficiency and reduce costs

Marino Moller Lawyers, a 2 partner law firm, implemented a digital dictation solution several years ago. Since then, the firm has continued to expand rapidly and found that their current dictation system would not be able to handle the growth in an efficient manner.

The partners at Marino Moller Lawyers needed a dictation solution that would not only continue to maintain efficiency throughout the firm, but also a solution that would support their four offices from one centralized server.

Their current dictation system provided them with a simple workflow solution but was not designed for remote dictating. The system required the users to either email the voice files or to transfer the voice files via FTP software back to the office.

In addition to manually retrieving voice files, the secretaries were also required to manually delete all voice files after they had been typed. On occasion, the secretaries were required to type work for several of the fee-earners. The lack of workflow routing meant that their secretaries also had the responsibility of checking each fee-earner’s source folder to ensure that no dictations were overlooked. This meant that the majority of maintaining the dictation system was heavily dependant on the secretaries.

The Solution  - WinScribe

The solution was simple – Marino Moller Lawyers needed a system that would give the control back to the managers and most importantly a system that would streamline workflow not only from the fee-earners but also to the secretaries.

After careful consideration, the Partners at Marino Moller Lawyers approached WinScribe to implement their voice to document creation solution. The project was scoped and installed in a matter of weeks with very little transitional requirements.

The complete installation and configuration of the server, workstations and training of the users took less than a week to have all four offices up and running and using WinScribe.

Jenny Grant, Office Manager for Marino Moller Lawyers says “WinScribe knew what our needs and requirements were and took care of all aspects of the project from start to finish.”

The Result - Reduced Costs, Increased Workflow Efficiency & Management
 

Now with WinScribe, the fee-earners at Marino Moller Lawyers can dictate using the same interface whether in the office or at home, eliminating the need to email voice files back to the office. This has increased the security of the voice file transfer with little impact on network traffic.

WinScribe’s open standard capabilities and support for legacy devices, have also allowed Marino Moller to reduce costs by continuing to use their pre-existing hardware for dictating and transcribing. “Being able to implement an enterprise wide solution without the added expenses of proprietary hardware, WinScribe was the only answer.” says Jenny.

WinScribe’s centralized Web-Based Management application has now set apart the users from the managers and has given the control of the dictation system back to the managers. Jenny says “Our previous dictation system lacked a management application, which meant that we relied on the secretaries to ensure that the system was kept up to date with what voice files needed to be transcribed through to what voice files needed to be deleted or retained for our client files.”

Jenny adds “With the management application also being web-based, I can now manage the system from any workstation on the network. It’s workflow routing capabilities also means I can now [virtually] move the secretaries around, to assist the other offices when there is a backlog of dictation.”

To maintain their WinScribe system cost-effectively, Marino Moller Lawyers have also opted to allow WinScribe remote connection to their server as part of their support agreement. This will allow for the installation of software updates and patches, without the need or expense for a technician to attend on site.

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