## Phase 1 - Receipt and Cataloguing

**Tasks:**

- Collect audio dictations and PDF medical records from various sources.

**Tools:**

- FTP servers (FileZilla, WinSCP) for safe and secure data transfers.
- Amazon S3 or similar cloud storage services for storing and retrieving large amounts of data securely.

## Phase 2 - Pre-processing and Allotment

**Tasks:**

- Create daily excel sheets for incoming dictations and PDF documents to manage allotment to transcriptionists and summarisers.
- Allot specific tasks to transcriptionists and summarisers with estimated turnaround time.

**Tools:**

- Microsoft Excel or Google Sheets for creating and managing allotment sheets.
- Project management tools like Jira or Trello for task management and allotment.

## Phase 3 - Transcription and Summarisation

**Tasks:**

- Transcriptionists transcribe dictations into text.
- Summarisers convert PDFs into editable documents, analyse relevant information, and create summaries.

**Tools:**

- Speech-to-text software like Google's Speech-to-Text API or IBM Watson for transcription.
- PDF editors like Adobe Acrobat for converting PDFs into editable documents.
- Natural Language Processing (NLP) tools like NLTK, SpaCy for information extraction and summarisation.

## Phase 4 - Quality Assurance and Correction

**Tasks:**

- Review the transcribed texts and summarised information for potential errors.
- Make necessary corrections before final submission.

**Tools:**

- Grammar and spell-check tools like Grammarly or Microsoft Editor for error detection in transcribed texts.
- AI tools such as TextRazor for extracting information and cross-verification.

## Phase 5 - Delivery

**Tasks:**

- Upload final transcriptions and summaries to the server.
- Logistics team transfers the reports to the respective doctors via their preferred methods.

**Tools:**

- Amazon S3 or similar for secure storage of final reports.
- Email automation tools like Mailchimp or SendinBlue for email delivery.
- Cloud storage services like OneDrive or Google Drive for sharing documents.

# Prototype Scripts

## FTP Server Connection and File Download

from ftplib import FTP

def download_file(ftp, filename):
    with open(filename, 'wb') as file:
        ftp.retrbinary(f"RETR {filename}", file.write)

# Establish connection
ftp = FTP('ftp.server.com')
ftp.login(user='username', passwd='password')

# Download a file
download_file(ftp, 'example_file.mp3')

Transcribe Audio Using Speech Recognition

python

import speech_recognition as sr

def transcribe_audio(filename):
    r = sr.Recognizer()
    with sr.AudioFile(filename) as source:
        audio_data = r.record(source)
        text = r.recognize_google(audio_data)
        return text

# Transcribe a file
text = transcribe_audio('example_file.mp3')
print(text)

Send an Email Using SMTP

python

import smtplib
from email.mime.multipart import MIMEMultipart
from email.mime.text import MIMEText

def send_email(subject, message, recipient):
    msg = MIMEMultipart()
    msg['From'] = '[e-mail]'
    msg['To'] = recipient
    msg['Subject'] = subject
    msg.attach(MIMEText(message, 'plain'))

    server = smtplib.SMTP('smtp.gmail.com', 587)
    server.starttls()
    server.login(msg['From'], 'your-password')
    server.sendmail(msg['From'], recipient, msg.as_string())
    server.quit()

# Send an email
send_email('Transcription Completed', text, '[e-mail]')