MEDICAL TRANSCRIPTION
Existence of Medical Transcription
Nature of the Work
Medical Transcriptionist’s listen to dictated recordings made by physicians and other healthcare professionals, and transcribe them into medical reports. These transcribed documents are sent back to the respective healthcare professionals, for review and approval. These documents eventually become part of patients' permanent medical records.
To understand and accurately transcribe dictated reports, medical transcriptionists must understand medical terminology, anatomy and physiology, diagnostic procedures, pharmacology, and treatment assessments. To help identify terms appropriately, Transcriptionists refer to standard medical reference materials - both printed and in electronic format; some of these are available over the Internet. Medical Transcriptionists must comply with specific standards that apply to the style of medical records and to the legal and ethical requirements for keeping patient information confidential.
Most Healthcare Providers use both, Digital Recorders and Telephone Dictation System according to their convenience.
We utilize over 10 years of our experience in Medical Transcription, and always operate with the highest ethical values and integrity. Hospitals and Medical Practitioners have to maintain patient records to a set number of years for insurance and billing purposes. Since doctors see a number of patients every day, they do not have the time to create text documents to save the information for future references and billing. In order to save time and make it easy for the doctors, Medical Transcription came into existence.
The severe time constraints on the Medical Professionals and the simultaneous documentation overload, gave rise to the evolution of Medical Transcription as a separate service oriented business.
Medical Transcription Process
Concorde Digital is a leading provider of Medical Transcription service, with the main aim to strictly adhere to evolved processes to ensure 100 percent accuracy in the service delivery. Our Medical Transcription processes have been standardized based on HIPAA stipulations, and to provide safe and accurate ways to maintain patient medical records.
Our Medical Transcription Process consists of the following steps.
1. Dictation:
Medical Practitioners dictate the patient information into recording devices such as state-of-the-art Handheld Digital Devices and/or phone-in Dictation System. We have a number of physicians using both ways to record their dictations, based on their convenience.
Both the Telephone and Dictaphone Devices provide superior voice quality and clarity to the dictations. Sophisticated software modules are also installed into Medical Practitioner’s offices, providing them with ease of use in dictating and transmitting the voice files to the hospital servers, thereby enhancing the medical transcription process.
2. Transmission of Voice Files
The digital dictations are transmitted from the hospital server in real-time via the internet, from where they are accessed by transcriptionist’s, for immediate typing. The dictations are sorted out based on the Physicians, and then, allotted to the transcriptionist’s who are most familiar with the respective Physician’s dictations, and they transcribe these voice files into formatted documents with pre-designed templates, that are customized and created while signing up a new customer.
3. Transcribing
The voice files are downloaded from the encrypted servers located at the head quarters in Los Angeles, and are allotted to the transcriptionist team. Individual files are given a unique identification number and a centralized allocation system is put in place, to avoid duplication of the files, and also, to track a file, at any given point in time. Once the voice files are allocated to individual transcriptionists, they use the following tools for speed and accuracy:
Foot-pedals: Food Pedals are used to control the flow of dictations and are used by the Transcriptionists and Editors, giving them flexibility of hands free typing, as these foot pedals allow the user to replay the voice files, for purposes of retyping and correcting as and when required.
Headphones: The dictations are accessed using high clarity head phones.
Personal Computers: Secured by Anti Virus to avoid any malfunction, and with all the necessary software and medical dictionaries, that are required to complete error-free reports.
Word processing packages:The files are typed in text format using packages such as Microsoft Word, Word Perfect or other word processing tools, according to the individual Physician’s requirement and compatibility.
Transcriptionists are not authorized to make changes to the dictation, except in case of obvious grammar or usage errors. Where the transcriptionist find inconsistencies or obvious illogical medical facts in a dictation, the particular file is flagged off for the relevant doctor's attention and comments, so, the doctor can review and send the file back with corrections and required updates to make the dictation, logical.
In order to make the process of medical transcription completely error free, transcriptionists are encouraged to research extensively and access standard medical references available both in print and on the internet.
Most common issues faced in transcribing medical files:
• Unclear/ broken dictations by doctors
• Unknown medication names or terminology
• Speedy dictations by doctors
• Poor voice quality due to technical snags or background noise
The above mentioned issues are overcome by the transcriptionists by:
• Printed and online resources, such as, Stedman’s Dictionaries, American Drug Index
• Research extensively on the internet for terminology, and referring physician lists
• Flag off incomplete, unclear or inconsistent files, for the attention of the Physicians
Quality Assurance (QA)
Quality is the main aspect of the Medical Transcription business. We strive to provide the best possible quality, with enhanced, multiple quality assurance procedures.
The accuracy rate in the Medical Transcription process for experienced Transcriptionist’s is determined to be around 98.5% with a 12 hour turnaround. Our incentive schemes are directly linked to quality levels, which motivate the Transcriptionist’s to deliver the highest level of quality.
We have a three tier level of Quality Assurance, which assures our customers, 100% accuracy.
Editing
Experienced Transcriptionists are moved up as Editors in the Medical Transcription process and their responsibilities include:
• Check for accuracy of data and spell check
• Check formatting, standardization, dates, etc.
We have been in business for over 10 years, and our stringent quality control processes have proven to be the best among our competitors. Our strong QA procedures ensure that patient’s do not face the risks associated with the entry of incorrect medical records.
Proofreading
Experienced English literate Associates go over the printed transcriptions and ensure that no grammatical errors have occurred, and make sure the transcriptions, as a whole, are complete and meaningful, with correct sentence formations and punctuations.
Reviewing
We encourage the Medical Practitioners to review the completed transcripts on a regular basis. This ensures that all comments are seen by the designated doctor and all transcripts that are flagged off can be checked and returned to us for corrective action. Reviewing these medical records also ensures that the medical transcription process is 100 percent accurate and there is no loss of information in the form of missing words or files.
Existence of Medical Transcription
Nature of the Work
Medical Transcriptionist’s listen to dictated recordings made by physicians and other healthcare professionals, and transcribe them into medical reports. These transcribed documents are sent back to the respective healthcare professionals, for review and approval. These documents eventually become part of patients' permanent medical records.
To understand and accurately transcribe dictated reports, medical transcriptionists must understand medical terminology, anatomy and physiology, diagnostic procedures, pharmacology, and treatment assessments. To help identify terms appropriately, Transcriptionists refer to standard medical reference materials - both printed and in electronic format; some of these are available over the Internet. Medical Transcriptionists must comply with specific standards that apply to the style of medical records and to the legal and ethical requirements for keeping patient information confidential.
Most Healthcare Providers use both, Digital Recorders and Telephone Dictation System according to their convenience.
We utilize over 10 years of our experience in Medical Transcription, and always operate with the highest ethical values and integrity. Hospitals and Medical Practitioners have to maintain patient records to a set number of years for insurance and billing purposes. Since doctors see a number of patients every day, they do not have the time to create text documents to save the information for future references and billing. In order to save time and make it easy for the doctors, Medical Transcription came into existence.
The severe time constraints on the Medical Professionals and the simultaneous documentation overload, gave rise to the evolution of Medical Transcription as a separate service oriented business.
Medical Transcription Process
Concorde Digital is a leading provider of Medical Transcription service, with the main aim to strictly adhere to evolved processes to ensure 100 percent accuracy in the service delivery. Our Medical Transcription processes have been standardized based on HIPAA stipulations, and to provide safe and accurate ways to maintain patient medical records.
Our Medical Transcription Process consists of the following steps.
1. Dictation:
Medical Practitioners dictate the patient information into recording devices such as state-of-the-art Handheld Digital Devices and/or phone-in Dictation System. We have a number of physicians using both ways to record their dictations, based on their convenience.
Both the Telephone and Dictaphone Devices provide superior voice quality and clarity to the dictations. Sophisticated software modules are also installed into Medical Practitioner’s offices, providing them with ease of use in dictating and transmitting the voice files to the hospital servers, thereby enhancing the medical transcription process.
2. Transmission of Voice Files
The digital dictations are transmitted from the hospital server in real-time via the internet, from where they are accessed by transcriptionist’s, for immediate typing. The dictations are sorted out based on the Physicians, and then, allotted to the transcriptionist’s who are most familiar with the respective Physician’s dictations, and they transcribe these voice files into formatted documents with pre-designed templates, that are customized and created while signing up a new customer.
3. Transcribing
The voice files are downloaded from the encrypted servers located at the head quarters in Los Angeles, and are allotted to the transcriptionist team. Individual files are given a unique identification number and a centralized allocation system is put in place, to avoid duplication of the files, and also, to track a file, at any given point in time. Once the voice files are allocated to individual transcriptionists, they use the following tools for speed and accuracy:
Foot-pedals: Food Pedals are used to control the flow of dictations and are used by the Transcriptionists and Editors, giving them flexibility of hands free typing, as these foot pedals allow the user to replay the voice files, for purposes of retyping and correcting as and when required.
Headphones: The dictations are accessed using high clarity head phones.
Personal Computers: Secured by Anti Virus to avoid any malfunction, and with all the necessary software and medical dictionaries, that are required to complete error-free reports.
Word processing packages:The files are typed in text format using packages such as Microsoft Word, Word Perfect or other word processing tools, according to the individual Physician’s requirement and compatibility.
Transcriptionists are not authorized to make changes to the dictation, except in case of obvious grammar or usage errors. Where the transcriptionist find inconsistencies or obvious illogical medical facts in a dictation, the particular file is flagged off for the relevant doctor's attention and comments, so, the doctor can review and send the file back with corrections and required updates to make the dictation, logical.
In order to make the process of medical transcription completely error free, transcriptionists are encouraged to research extensively and access standard medical references available both in print and on the internet.
Most common issues faced in transcribing medical files:
• Unclear/ broken dictations by doctors
• Unknown medication names or terminology
• Speedy dictations by doctors
• Poor voice quality due to technical snags or background noise
The above mentioned issues are overcome by the transcriptionists by:
• Printed and online resources, such as, Stedman’s Dictionaries, American Drug Index
• Research extensively on the internet for terminology, and referring physician lists
• Flag off incomplete, unclear or inconsistent files, for the attention of the Physicians
Quality Assurance (QA)
Quality is the main aspect of the Medical Transcription business. We strive to provide the best possible quality, with enhanced, multiple quality assurance procedures.
The accuracy rate in the Medical Transcription process for experienced Transcriptionist’s is determined to be around 98.5% with a 12 hour turnaround. Our incentive schemes are directly linked to quality levels, which motivate the Transcriptionist’s to deliver the highest level of quality.
We have a three tier level of Quality Assurance, which assures our customers, 100% accuracy.
Editing
Experienced Transcriptionists are moved up as Editors in the Medical Transcription process and their responsibilities include:
• Check for accuracy of data and spell check
• Check formatting, standardization, dates, etc.
We have been in business for over 10 years, and our stringent quality control processes have proven to be the best among our competitors. Our strong QA procedures ensure that patient’s do not face the risks associated with the entry of incorrect medical records.
Proofreading
Experienced English literate Associates go over the printed transcriptions and ensure that no grammatical errors have occurred, and make sure the transcriptions, as a whole, are complete and meaningful, with correct sentence formations and punctuations.
Reviewing
We encourage the Medical Practitioners to review the completed transcripts on a regular basis. This ensures that all comments are seen by the designated doctor and all transcripts that are flagged off can be checked and returned to us for corrective action. Reviewing these medical records also ensures that the medical transcription process is 100 percent accurate and there is no loss of information in the form of missing words or files.
