A Guide to medical transcription outsourcing

What are the factors that should guide an outsourcing decision?

There are many factors that guide the medical transcription outsourcing decision, increasing profits by reducing costs being one of the main factors. That apart there are a few other factors that make the medical transcription outsourcing decision making process easier and faster. Listed here are few of the important factors:

Skill level of the medical transcriptionists: Quality of medical transcription is a function that totally depends on the skill set of the medical transcriptionists. While outsourcing it is important to assess the medical transcription service provider on the training methods used to train their workforce. Well-trained medical transcriptionists would mean that the accuracy of the transcripts would be very high.

TransDyne recruits the best candidates through a detailed screening process to ensure that the best talent is recruited. They are then provided with extensive training in all the skills required.

The training process is taken further as TransDyne believes that it takes a specialist to take care of special needs. That is why thier medical transcriptionists are trained in one or two areas of medicine so that they become Domain specialists in that area of medicine. Specialty training assures that accuracy levels are high from the very beginning.

Ensure that security measures taken by the medical transcription service provider are adequate: While outsourcing medical transcription it is imperative to choose a service provider, which understands the significance of maintaining confidentiality of patient data by taking appropriated security measures.

TransDyne ensures data security by incorporating security measures like 128-bit data encryption, multi-tiered application architecture, design level security, safeguards, firewall protected networks, sterilized e-mail servers, denial of access procedure and multi modal alerts.

TransDyne further ensures data security by ensuring that data doesn’t leave it’s premises physically. To ensure secure medical transcription all the transcription is done in TransDyne’s premises and the premises are secured through appropriate security measures. TransDyne meets all the HIPAA and HITECH regulations.

Check on the methods and guidelines used for assuring accuracy level: Accuracy or quality of the documents transcribed is of utmost importance given the criticality of the data. Assessing the medical transcription service provider on the basis of methods used for producing accurate transcripts will show their commitment to quality.

TransDyne offers quality transcription with accuracy of 99% or above. TransDyne ensures quality by adopting a four level quality check of medical transcriptionist, language proofreader, unit in charge and finally by the quality assurance team which tries to minimize errors before returning the finished reports.

Check for success stories: Nothing gives more comfort to a healthcare facility than knowing that others have benefited by services offered by the medical transcription service provider that they have chosen for their outsourcing needs.

TransDyne’s website has the testimonials of the success stories of some of the healthcare leaders on the website.

Look at the contract closely: While outsourcing the medical transcription needs of a healthcare facility one of the main risks is that the medical transcription service provider may get the work executed by hiring sub-contractors. This will not only compromise the data confidentiality but also affect the quality and turnaround time of the finished transcripts. Provisions have to be added to the contract after careful study to ensure that this does not happen.

TransDyne believes that they can service their clients in the best possible way by having the work executed by their own team of trained and trusted transcriptionists. TransDyne believes that sub-contractors would consider the work as just another job and not apply stringent quality measures to ensure accuracy. Therefore TransDyne takes great pride in executing all the medical transcription work through their in house team of specialist medical transcriptionists.

Check whether current dictation modes can be used: Choosing a medical transcription service provider which does not necessitate change in dictation modes would mean a huge saving of time for doctors and also save on further capital investment for new dictation devices.

TransDyne believes that the doctors’ time is precious and that is why we offer flexible modes of dictation. Doctors can dictate using their existing dictation devices, use digital reorders or even use mobile phones to record their dictation into our toll free numbers.

Whether it is accuracy of transcripts or maintaining turnaround time or security of data or fair pricing methods or the technology used, one can be assured that TransDyne satisfies their clients on all counts.

To avail outsourced medical transcription services from TransDyne, click here

Medical transcription: What are the methods of quality assessment?

Quality is an important criterion in any decision making process. Assessing quality becomes even more important when it comes to availing service as critical as medical transcription. Medical transcription is the process of converting audio records of a patient- healthcare professional encounter into a text format.

This accuracy/quality of medical transcription critical as this forms the basis of:

• Permanent patient history
• Present and future treatment plan and basis for monitoring progress of the patient
• Referrals/tests/procedure
• Statutory requirements
• Evidence in case of disputes/litigation
• Accounts receivable processing

It is important that records that play such an essential role be of the highest accuracy/quality possible. While making the decision to outsource medical transcription needs it is vital to ensure that the medical transcription service provider has HPI guidelines in place for assessment of quality.

What are HPI guidelines?

The concept of Quality Assessment (QA) began in 1990 when a format was developed by Judy Hinickle to assess quality of transcription. This was followed by presentations made to thousands of transcription supervisors and educators around the country by Health Professional Institute (HPI), American Association for Medical Transcription (AAMT), American Health Information Management Association (AHIMA), and Medical Transcription Industry Association (MTIA).

Health Professions Institute then adapted and promoted this for its standard-setting SUM program for medical transcription. This QA method is the basis of most programs and is of most thorough and effective nature, embracing true Continuous Quality Improvement concepts.

TransDyne executes medical transcription using quality guidelines by HPI

What do HPI guidelines consist of?

HPI guidelines consist of quality check parameters and computing system for quality satisfaction and highest accuracy levels. HPI guidelines are categorized as follows:

Error 1. Medical Word misuse-Point 1.00

This is considered one of the most serious errors as it can affect every aspect of treatment administered to the patient. Even billing information is affected by this error. Guesswork or making up of words when dictation is not understood is also included in this error category.

Error 2. Omission- Point 1.00

This is also considered an equally serious type of error as it reflects on the ability and professionalism of the medical transcriptionist.

Error 3. Medical word misspelling- Point 0.75

This is the incorrect spelling of medical terminology.

Error 4. English word misspelling or Misuse -Point 0.75

This includes misspelling of English words nouns, verbs, qualifying adverbs etc, which could have a serious consequence.

Error 5. Inappropriate blanks- Point 0.75

These refer to blanks that are left unfilled, and those, which could be filled up by extensive research by the medical transcriptionist.

Error 6. Grammar errors- Point 0.5

Grammar errors include incorrect use of medical abbreviations, misuse of words, misuse of parts of speech, misuse of subject-verb, singular/plural misuse, etc.

Error 7. Punctuation errors- Point 0.5

Include errors with regard to punctuation like coma, colon, semi colon etc that change the meaning of the sentence if misused.

Error 8. Typographical errors- Point 0.25

Minor grammar, punctuation or capitalization errors.

Error 9. Formatting errors- Point 0.25

This error refers to the prevailing departmental/physician guidelines for placement of certain information within the document. E.g. Headers, Footers, templates as defined by the client.

Having these quality guidelines in place ensures that everybody in the TransDyne team is guided by the same principles. TransDyne offers quality medical transcription with accuracy of 99% or above. TransDyne ensures quality by adopting a four level quality check of medical transcriptionist, language proofreader, unit in charge and finally by the quality assurance team which tries to minimize errors before returning the finished reports.

To avail medical transcription services from TransDyne, click here.

Medical transcription: A necessity or luxury?

To assess whether medical transcription is a necessity or luxury one needs to look at the history of medical transcription and the role it plays in the provision of quality care and the profitability of a healthcare facility.

Evolution of medical transcription: Medical transcription is process of creating records of patient-healthcare professional encounter. Creation of records of the patient encounter has been around for a long time. Over time medical transcription has evolved from its’ early stages due to the advance of technology and the Internet. The various stages of evolution that medical transcription has gone through are as follows:

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  Hand written notes
• 
  
  Dictation-shorthand-typing on the manual typewriter
• 
  
  Dictation- recording on tapes- transcribing on manual/electronic typewriter.
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  Uploading dictation on the computer system, downloading, transcribing and uploading finished files and then transmission back to the healthcare professional through the use of Internet.

Role of medical transcription: Medical transcription has always played a behind the scene role in the form of an essential support to the process of healthcare. Medical transcription plays an important role in the following:

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  Recording the patient-healthcare professional encounter
• 
  
  Referrals/ tests
• 
  
  Statutory requirement
• 
  
  Insurance re-imbursement
• 
  
  Evidence in case of litigation
• 
  
  As part of patient medical history.

One can see that medical transcription plays an important role in the core business of a healthcare facility and its’ profitability. It would be considered a necessary service rather than a luxury.

How can this necessary function of medical transcription be made economical and efficient?

Medical transcription can be made economical and efficient by outsourcing to a professionally managed company, which needs to be evaluated on the following:

Quality/accuracy: Quality of the transcribed document refers to the percentage of accuracy in the transcribed document viz. a viz. the audio files. Accuracy level assured by the medical transcription service provider should be as close to 100% as possible

Turnaround time: Turnaround time refers to the period between uploading the audio file to the time when the finished record is made available to the healthcare professional. A turnaround time of 24 hours with quicker turnaround time options for STAT reports would be considered reasonable.

Data security: Security of confidential patient data is an important consideration. This becomes even more critical when the data is transmitted back and forth. Any prospective medical transcription service provider needs to be critically evaluated in terms of the measures taken by them to ensure security of data.

Price: Cost savings per line of transcription is perhaps one of most important considerations for outsourcing medical transcription needs. The pricing provided by the medical transcription service provider needs to be reasonable and the terms of pricing should be easy to understand.

Volume flexibility: It is not possible to predict the volume of patient inflow. Therefore it is not possible to predict the volume of medical transcription work required. A medical transcription service provider needs to be evaluated on the basis of their ability to cope up with varying volumes and factors like weekend and holiday transcription requirements.

Tchnology with maximum benefits: Technology plays an important part in the medical transcription process. It can make the process simpler, quicker and safer by providing easy methods of capturing dictation, uploading files, downloading completed records and even for archiving of patient records. Tracing the information required can be made easier through the use of technology. The medical transcription service provider should be evaluated on the use of technology in the medical transcription process.

Billing methods: The billing method used by the medical transcription service provider can have a direct impact on the profitability of the healthcare facility. The billing method needs to explained at the beginning of the process. The billing method should be evaluated to ensure that it is, verifiable, definable, measurable, consistent and fair & honest.

Success stories: Success stories or testimonials of satisfied customers can give the added comfort to the decision making process.

TransDyne, a leader in the outsourced medical transcription industry offers medical transcription services with the following benefits:

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  TransDyne offers medical transcription with an accuracy of above 99%
• 
  
  TransDyne assures a turnaround time of 24 hours with an option of 4-12 hours for STAT reports.
• 
  
  TransDyne ensures security of data by securing technology, processes and people.
• 
  
  TransDyne offers a reasonable and fair price by charging 10 cents per line, which is calculated by using the character line pricing method.
• 
  
  TransDyne maintains a large, well-trained team of medical transcriptionists, which enables them to cope with varying volumes
• 
  
  TransDyne offers medical transcription services by using the latest technology that is advanced and easy to use.
• 
  
  TransDyne uses the character line billing method that is verifiable, definable, measurable, consistent and fair & honest
• 
  
  TransDyne has the testimonials of their success stories available for viewing on their website.

To avail medical transcription services from TransDyne, click here

Medical transcription: Why is dictation an important part in medical record creation?

Why document the patient-doctor encounter?

The documentation of the patient-doctor encounter takes place for a number of reasons, some of which are given below:

1.Records provide the medical history of the patient enabling healthcare professionals to administer the best care possible.

2.It is legally mandatory to maintain patient records.

3.Patient records provide the basis for referrals

4.Patient records are the basis on which insurance claims are made

5.Patient records provide evidence in case of malpractice suits.

Having looked at the importance of having to create medical records, now the focus is on the process of record creation. Medical transcription plays an important part in the speedy and accurate creation of medical records. The medical transcription process starts when the doctor dictates notes of the patient encounter into a recording device.

Many people have questioned the necessity of the doctors dictating notes rather than directly typing out the reports. Let us examine why dictation is necessary:

Time: Time is a scarce commodity for healthcare professionals and dictating free style could be squeezed in at any time of the day, and would not require any equipment other than their phone. Dictating notes would also take less time than actually typing as it has been proven than people can talk faster than they can type.

Expertise: The skill set of a doctor may not necessarily include typing speedily and accurately.

Speed: A medical transcriptionist could have better typing speed than a doctor. Moreover the creation of patient records would be speedier by medical transcriptionists as this is their only work; therefore the focus is totally on this.

Ease of use: It is easier for the doctor to dictate into his recording device while doing other things than to sit and type out the report.

Expense: It is cheaper for a medical transcriptionist to transcribe the report rather than the doctor waste his expertise and productivity on this task.

It is therefore better for doctors to focus on their business; providing quality healthcare and for the medical transcription service provider to focus on their business; Expert medical transcription and medical record creation.

How to improve dictation quality?

We have looked at the advantages of dictating vis-à-vis typing, now let us focus on how dictation can be improved to improve the accuracy of the transcribed reports. Given below are a few dictation tips towards accurate medical transcription:

Allot time for dictation: This will help the doctors to complete documenting the patient encounter when their memory is still fresh and capture all the details.

Allot space: Allotting a convenient space for dictation will ensure that factors like noise, distractions do not affect the quality of recording.

Collect papers: Collecting all the documents/reports required will help the doctor finish dictating accurately in less time.

Speak at a steady pace: Speaking a steady pace will ensure that words are not garbled and help the medical transcriptionist focus.

Spell difficult terms: Spelling difficult terms will ensure that the data captured is accurate.

Rewind and listen: Sometimes rewinding oneself and listening to the dictation will help clarity by highlighting the areas for improvement.

Know the equipment: Knowing the equipment being used for dictation will help the doctor to modulate his dictation, mike distance, stop/start features etc.

Relax while dictating: Treat the time spent dictating, as time for a break and this will help the doctor relax and capture all details.

Pause during interruptions: In case of any interruptions, it is better to use the pause button so that extraneous data is not captured.

Following these simple instructions will go a long way to help create accurate transcripts at an optimum turnaround time

TransDyne offers quality medical transcription at reasonable prices, done by expert medical transcriptionists with a very quick turnaround time executed through secure HIPAA and HITECH compliant channels, with very high levels of accuracy and all this with technology that is advanced but easy to use!

To avail outsourced medical transcription services from TransDyne, click here.

Medical transcription outsourcing: The right solution for healthcare facilities to cope with expansion plans

In today’s world change is the one thing, which is constant. Change has never been more relevant than when it comes to healthcare. A healthcare facility has to cope up with the latest developments in healthcare, all the while stretching their budgets to the limit. The latest equipment, the latest techniques, adding on new specialties to the existing practice, all this can put a strain on limited resources.

As the scope of operations of a healthcare facility keep expanding their back office requirements like medical transcription and medical billing needs also expand accordingly. As this happens the first reaction of the healthcare facility is to add on more staff to cope up with increasing medical transcription needs or alternately outsource the overflow of transcription requirements to independent contractors or to a medical transcription service provider or a combination of all three.

This move provides a solution albeit temporarily. But as time passes there could be serious discrepancies in terms of the following:

Quality of reports: The accuracy level or the quality of the finished transcripts depends totally on the quality of people working on it. Use of varied sources to cope with medical transcription needs can dilute the quality control. This could have an impact on the quality of healthcare.

Turnaround time: Having varied turnaround time would mean that all the data needed to make an informed decision would not be available to the healthcare professional at the right time, which can affect the timeliness of the care imparted.

Cost per line of transcription: Having transcription done by various sources would mean that the cost per line of transcription would increase.

Systems/media used for transcription: The technology used for transcribing would be diverse given the different sources, all these would mean additional costs for integration with the healthcare facility systems.

Serious issues with HIPAA and HITECH compliance: HIPAA/HITECH compliance would be difficult to monitor given the numerous entities involved in the process.

Delays in processing for the accounts receivable cycle: Medical transcription is the first stage of the accounts receivable cycle; delay in medical transcription would mean delays in the rest of the reimbursement process.

Time spent coordinating various sources of medical transcription increases: Report distribution and signing of finished transcripts would be delayed due to the various sources of medical transcription work.

Manpower dealing with medical transcription providers would increase: The healthcare facility would have to appoint extra people to coordinate the varied sources of transcription to ensure a smooth workflow.

All these factors can have a serious impact on both the quality of healthcare and the bottom-line of the healthcare facility.


What is the most economical and efficient solution to cope with expanding needs of a healthcare facility?

Outsourcing medical transcription needs to TransDyne would provide a one-stop solution for all the medical transcription needs of a healthcare facility no matter what their expansion plans.

How does TransDyne provide a one-stop solution to the medical transcription needs of a healthcare facility?

TransDyne provides superior solutions for medical transcription needs by having:

Right people: TransDyne has a large team of well-trained medical transcriptionists in place. TransDyne believes that training should be slanted in such a way as to provide maximum expertise in minimum time. That is why medical transcriptionists in TransDyne have been trained in one or two areas of specialty making them domain experts. This means that the team at TransDyne can cope with the varying volumes of transcription without affecting the accuracy or the turnaround time.

Right process: TransDyne has the right processes in place that ensure not only quality and turnaround time but also HIPAA and HITECH compliance. All the transcription work is executed in-house and not through sub contractors, this ensures better control over quality and safety of information. Quality of final transcripts is ensured through a four level check involving medical transcriptionist, proofreader, unit-in-charge and the quality assurance team.

Right technology: TransDyne uses the latest technology to ensure:

1.Easy upload, by allowing the healthcare professionals to retain familiar and flexible modes of dictation

2.Safety during transmission through the use of encryption, firewalls and password protected access.

3.Easy download of file to enable distribution of finished transcripts.

4.A system which ensures ease of tracking dictations, finished transcripts and archiving facilities that can be customized to the healthcare facility’s needs

By having the right people, right processes and right technology in place TransDyne offers:

• Medical transcription at the right price – at least 40% lower than current costs incurred by the healthcare facility.
• Accuracy of above 99%
• Turnaround time of 24 hours with an option of 4-12 hours for STAT reports.
• HIPAA and HITECH compliant medical transcription
• Fair billing methods to ensure that cost per line of transcription is understood clearly.
• Systems that integrate with that of the healthcare facility without any additional investment on their part.

To avail outsourced medical transcription services from TransDyne, click here.

Medical transcription outsourcing: Save up to 40% on costs

Outsourcing medical transcription has many benefits the most obvious being that of saving on transcription costs. While analyzing transcription costs healthcare facilities tend to overlook many important cost heads hence the comparison between the price per line given by the outsourcing company and the current cost per line is not accurate.

What should be included while calculating cost on medical transcription in-house?

Direct costs

Direct transcriptionist staff salaries: This comprises the salary paid to in-house transcriptionists.

Cost of training: The cost of training new transcriptionists to enable them to execute work as per the healthcare facility’s requirements.

Supplies used for transcription: The stationery cost and the cost of other supplies used for transcription would have an impact on the cost per line.

Cost of overflow work that is outsourced: Sometimes when the in-house transcriptionists are not able to keep up with excess workflow the work needs to be outsourced and this adds to the cost.

Indirect Costs

Depreciation of transcription equipment: Over time the transcription equipment would have some wear and tear, this depreciation cost will have to be added to the cost of transcription

Apportioning salaries of management and administrative staff: The salaries of managerial and administrative staff contributing to the transcription process will have to be apportioned and added accordingly.

Benefits given to employees other than the salary: Benefits given to transcription staff like health insurance, dental care etc will have to be added in the category of indirect costs.

Taxes: Having transcription staff on rolls would mean taxes would have to be paid.

Cost of space used for in-house transcription: Apportionment of cost of real estate would have to be made according to the space utilization.

Cost of employee turnover: This would include fees paid to consultants, signing bonuses, cost of training new employees and the cost of advertising for new employees.

Cost of technology: The cost of technology used for medical transcription and the cost of integrating this with the hospital’s system needs to be added.

Apart from the direct and indirect costs of medical transcription in-house the other factors that need to considered are:

• No of days taken for transcription
• Quality of reports
• Physician satisfaction
• HIPAA and HITECH compliance
• Report generation and distribution
• Easy availability of qualified staff for transcription

Given below is a table of typical expenses of transcription in-house:

Item                                                           Cost in US $ per annum

Salary                                                                    30000

Benefits                                                                   8000

Real estate                                                              2000

Furniture                                                                1000

Computer                                                              2000

Management                                                          5000

Consumables                                                         1000

Utilities                                                                    500

Miscellaneous                                                         500

Total cost                                                             50000

Given below is the productivity of a medical transcriptionist

Production

Number of lines per 8 hour day                            1250

Work hours per year                                            1920

Lines per year                                                  300000

Downtime in %                                                        10

Actual lines produced in a year                         270000

Cost per line                                                           18.5

After calculating the costs of all these factors one can arrive at the cost per line of transcription.

TransDyne offers medical transcription at the rate of 10 cents per 65-character line. This shows a clear saving in the cost per line of transcription. The 65-character line is calculated according to the billing method principles as per the MTIA guidelines. The method of billing used is verifiable, definable, measurable, consistent and fair & honest.

Not only that outsourcing the medical transcription needs of a healthcare facility to TransDyne has benefits like:

• Accuracy of 99% and above
• 24 hours turnaround time, with an option of 4-12 hours turnaround time for STAT reports.
• Software that enables smart upload by allowing flexible modes of dictation and features like smart delivery and web delivery for ease of use.
• Ensures HIPAA and HITECH compliance by using the right technology and having safety measures in place for security of people and infrastructure.

TransDyne ensures that the healthcare facility’s variable needs are met without affecting the cost per line, by having a large pool of well-trained medical transcriptionists available at all times.

TransDyne ensures that the quality standards are constantly maintained by having quality guidelines in place.

TransDyne ensures HIPAA and HITECH compliance by always executing the medical transcription work in-house rather than through subcontractors.

To avail TransDyne’s superior medical transcription services, click here.

Medical transcription outsourcing: Quality at low costs

There is a saying that goes something like this “You get what you pay for”. It implies that one can get quality products/services only if the price is high. But this is not the case with medical transcription; it is possible to get great quality at very low rates. Sounds counter intuitive but it is true.

These are times when healthcare facilities are tightening their belts as much as possible, it makes business sense to keep the organizational structure lean and avail of outsourcing services for non-core activities.

Medical transcription plays an important role in the delivery of quality healthcare. To this end it is important to source a medical transcription service provider, which can deliver both quality and reasonable prices.

What is quality of medical transcription?

Quality/ accuracy in medical transcription refers to the accuracy of the final transcript viz. a viz. the audio file.

How to evaluate methods used for ensuring quality?

Careful selection of medical transcriptionists: Since medical transcription is a manpower-based process, the quality of medical transcriptionists has a direct impact on the accuracy of reports. It is important to focus on a company that selects its employees through a stringent screening process.

Training methods used: Training plays an important role in preparing the medical transcriptionists to produce transcripts of the highest accuracy. A company, which focuses on training their medical transcriptionist in one or two specialties of medicine rather than generic training, would be preferable. This would ensure that the quality of transcripts produced would be high from the very beginning.

Quality control process: Check the method used by the service provider to provide accurate transcripts. An intense process involving checks at every level would ensure that errors are minimized.

In house medical transcription: To ensure that quality transcripts are delivered, it is vital to ensure that the service provider executes the work in-house not through vendors. This would ensure that the service provider has total control over the quality control process.

What is low cost?

Low cost of transcription means that the cost per line of transcription should be lower than the current cost. Cost per line should be defined clearly with no additional or hidden costs

How can low cost be ensured?

Fair billing method: The billing method used by the service provider can have a direct impact on the cost per line. The definition of cost should be verifiable, definable, measurable, consistent, fair and honest.

Economies of scale: The service provider being specialist in medical transcription can pass on the benefits of economies of scale, which the healthcare facility may not have doing the medical transcription in-house.

Use of technology: The use of advanced technology by the service provider can cut down logistics cost making it possible for them to deliver excellent service at low costs.

TransDyne is a medical transcription service provider, which believes in ensuring quality by recruiting the best talent through rigorous screening, training them to be domain specialists, applying a four level quality check process and executing all the medical transcription work in-house.

TransDyne ensures low cost per line of transcription using a fair and easy method of billing, passing on the benefits of economies of scale to the customers and uses technology that makes the medical transcription process easy and cost effective.

To avail superior medical transcription services from TransDyne,  click here

Outsourced medical transcription can increase productivity

How does outsourced medical transcription help healthcare professionals increase productivity?

By leaving healthcare professionals with more time to focus on providing quality healthcare. That is a very simple answer and does not really highlight the advantages of outsourcing medical transcription. Let us examine in detail how outsourced medical transcription enhances a healthcare professional’s productivity

1.By providing a highly skilled team of medical transcriptionists

By outsourcing the medical transcription function, a healthcare professional essentially gains in terms of a huge team of well-trained and professional medical transcriptionists who can ensure that the patient-healthcare professional encounter is documented accurately and the finished transcripts are available in a timely manner.

This ensures that healthcare professionals can focus on their work and enhance productivity rather than waste time checking the accuracy level of transcripts. Having accurate information available on time helps quicken the healthcare process.

2.By using technology which is reliable and secure

By using technology that is reliable and secure, the medical transcription service provider can provide three pronged benefits:

• Capital saved on technology investments
• Assured turnaround time, reducing the need for constant follow-up
• Security of data during transmission is ensured

3.By quickening the accounts receivable cycle

Medical transcription is the first stage of the accounts receivables cycle. By outsourcing medical transcription the healthcare facility can be assured that the first stage of the accounts receivable cycle is cleared in a timely manner.

4.By letting healthcare professionals use familiar modes of dictation

Outsourcing to a medical transcription service provider that lets the doctors use familiar methods of dictation would ensure that doctors can utilize their time in the best way possible, thereby increasing productivity.

It can be seen that medical transcription companies do not just document the patient –doctor encounter, they free up valuable resources like time, money, manpower and technology by providing an important and value added service. Choosing the right medical transcription service provider can really improve the productivity of a healthcare professional and increase the profitability of the healthcare facility.

Apart from increasing the productivity of healthcare professional, outsourcing medical transcription has added benefits like:

• Reduction in the cost per line of transcription
• Cost of transcription is limited to cost per line and not for idle capacity during slow periods.
• Holiday and weekend transcription needs are met without any added expenses.
• Outsourcing medical transcription leaves the healthcare facility administration free to concentrate on the core business.
• Savings on real estate costs that is allocated for the in-house transcription staff.
• Reduction in information technology costs
• Reduction in management expenses towards medical transcription
• Centralized information flow
• One stop solution for all medical transcription needs

Medical transcription is an important cog in the machinery of healthcare services. By outsourcing medical transcription needs a healthcare facility can avail of this vital service at economical rates, with added benefits of assured turnaround time, advanced technology and services that are HIPAA/HITECH compliant.

TransDyne offers quality medical transcription at reasonable prices, done by expert medical transcriptionists with a very quick turnaround time executed through secure HIPAA and HITECH compliant channels, with very high levels of accuracy and all this with technology that is advanced but easy to use!

Click here to know more about the advantages of outsourcing medical transcription needs to TransDyne

Medical transcription outsourcing & Data security

Is outsourcing of patient records really unsafe?

There have been serious doubts about data security while outsourcing medical transcription. The case of Lubna Baloch from Pakistan who threatened to expose confidential data over the Internet for non-payment for services rendered has been used as an argument against outsourcing.

It is understandable that situations like this are worrisome and very traumatic for all parties concerned. But can this be cited as a case against outsourcing? To answer that question one needs to look at the case in question in great detail. Let us examine the chain of events that led to the event in question:

                              UCSF medical Center outsourced it medical transcription work to

                                                                          

                                       Sausalito’s Transcription Stat who outsourced it to

                                                                          

                                                15 contractors throughout the country

                                                                          

                    One of the 15 contractors named Sonya Newburn further subcontracted the work to

                                                                          

                                                  Tom Spires who subcontracted to

                                                                          

                                                               Lubna Baloch

It can clearly be seen that the healthcare facility originally outsourcing its’ medical transcription needs had no idea as to who is actually doing their work. Even the medical transcription service provider who was under contract with them had no control over the end transcriber.

The lesson to be learnt from this situation is that while outsourcing the medical transcription needs of a healthcare facility, care should be taken to ensure to choose a medical transcription service provider that does not use sub contractors for executing the work. Due diligence on the working methods of the medical transcription service provider should be carried out; care should be taken at the time of drafting the contract to ensure that the “no sub contractor clause” is included.

TransDyne is one company, which believes it is their privilege to be serving their customers’ needs in the best way possible. So any work outsourced to TransDyne, is executed by their own team of trained medical transcriptionists, than by the use of subcontractors or home transcriptionists.

Apart from ensuring that the data never leaves the premises physically, TransDyne ensures Data security of medical transcription by incorporating security measures like 128-bit data encryption, multi-tiered application architecture, design level security, safeguards, firewall protected networks, sterilized e-mail servers, denial of access procedure and multi modal alerts.

Further security is ensured by manned security at entry and exit points, surveillance cameras, disallowance of any removable storage devices and limited access of systems and information on a need to know basis. The people working on the transcription have also been educated on the importance of being HIPAA/HITECH compliant. Undertakings have been taken from the personnel to further ensure confidentiality.

Choosing a professional and committed medical transcription service provider like TransDyne would ensure that the healthcare facility would enjoy not only the cost saving benefits of outsourcing and the knowledge that patient data confidentiality is maintained but also the other benefits of outsourcing like:

1.Reducing capital investment with regards to medical transcription

2.Managing fluctuating transcription report volumes and staffing issues for holidays and weekends.

3.Reducing management expenses towards medical transcription

4.Reduce human resources expenses connected to medical transcription

5.Reduce direct labor cost

6.Reduce It expenses

7.Reduce real estate cost pertaining to medical transcription

8.Improve information access
9.Improve turnaround time

10.Shorten the receivables cycle

11.Concentrate on core business

12.Take advantage of a single source solution

To know more about the advantages of outsourcing medical transcription to TransDyne, click here

How important is turnaround time guarantee while choosing a medical transcription service provider?

Turnaround time guarantee given by the medical transcription service provider plays an important role in the service provider selection process.

Why is turnaround time guarantee a deciding factor?
To answer this question, one needs to examine the importance of medical transcription and the part it plays in the provision of quality healthcare. Medical transcription is the process of creating records of the patient-healthcare professional encounter. These records then serve as the foundation for providing healthcare, for referring to specialists, as evidence in case of litigation and form the basis for billing.

One can see that the quality of healthcare hinges on the availability of accurate and timely information, therefore turnaround time for medical transcription is very important for a healthcare facility.

What is turnaround time?
Turnaround time is the time between the audio files is uploaded to the time when the final transcript is made available to the healthcare professional. Ideal turnaround time would depend on the type of report. For most reports a turnaround time of 24 hours would be considered ideal, but STAT reports would require a turnaround time of 4-12 hours.

How can a healthcare facility be ensured that the committed turnaround time would be met?
This would require the healthcare facility to have a careful screening process of various medical transcription service providers. To ensure that a service provider would stand by their guarantee they need to be evaluated on the following:

Technology used: The technology used by the medical transcription service provider will have a direct impact on the turnaround time

Training methods used: A team of well-trained medical transcriptionists would ensure that the turnaround time guaranteed by the medical transcription service provider would be met without any compromise to quality

Quality assurance methods used: The methods used to ensure quality would not only ensure accuracy but also save a lot of time in correction of errors, thereby fine-tuning the turnaround time.

In-house transcription: Transcription done in-house and not through sub-contractors would cut down on guarantee turnaround time by avoiding dilution of control over the process of transcription.

TransDyne stands head and shoulder above the others in terms of not only quality/accuracy of transcripts, fair pricing, data security but also in terms of turnaround time guarantee.

How does TransDyne guarantee turnaround time?

TransDyne uses the right technology: TransDyne adopts the best technology like Smart upload, Smart Delivery, and web delivery to ensure that the turnaround time is met.

TransDyne has refined its training methods: TransDyne has taken training of its medical transcriptionists to the next level by training them in one or two areas of medicine to make them domain specialists. This ensures that the turnaround time is met with from the very beginning.

TransDyne has a four level quality check: TransDyne has a stringent quality control method in place involving medical transcriptionist, proofreader, unit-incharge and quality assurance team to ensure quality issues are solved on time and not affect turnaround time.

TransDyne does not use sub-contractors: TransDyne believes in executing all the work in-house thereby saving on time and at the same time ensuring accuracy and data security.

To avail prompt medical transcription services from TransDyne, click here.

Medical transcription outsourcing : Questions a healthcare facility needs to ask before finalizing a service provider

There are certain things a healthcare facility needs to know before making the important decision to outsource their medical transcription needs. Knowing the medical transcription service provider well can improve the transition process, reduce miscommunication and have a synergetic effect on the business by creating a long-term partnership

Apart from knowing the accuracy level of transcription offered, the turnaround time promised, the pricing offered and the measures taken for data security defined, there are certain questions that need to be asked. These will help the healthcare facility become comfortable with the medical transcription service provider.

What are the questions that need to be asked?

Question no.1: How long has the medical transcription service provider been in the business of medical transcription? Can they provide Client testimonials on request?
Asking this question will clarify the history of the company in the field of medical transcription and the experience they have in providing quality service to others. It will also establish that the medical transcription service provider being considered is not a fly-by-night operator. Considering the criticality of work to be outsourced it is very important to have Client testimonials of those who have availed the services of the company.

TransDyne has been providing outsourced medical transcription services for more than a decade. TransDyne has a huge base of satisfied customers who have availed of their expert services. Some of their client testimonials are available on their website.

Question no.2: How much is their capacity for medical transcription on a monthly basis?
The answer to this question will clarify the capability of the medical transcription service provider in handling a large quantity of work while still providing the requisite quality. The healthcare facility would be able to then benefit from the large pool of qualified and trained manpower available to them. This would clarify that the medical transcription service provider can provide Expert medical transcription

TransDyne has a huge pool of trained medical transcriptionists who are capable of handling huge volumes of transcription without compromising accuracy or turnaround time. TransDyne has gone a step further by training medical transcriptionists in one of two area of medicine making them specialists in that domain.

Question no.3: What are their quality processes?
This will clarify the medical transcription service provider’s commitment to quality medical transcription and whether they give due importance to having processes in place to ensure that the accuracy of transcripts is maintained to the highest level possible. Existence of quality checks and quality guidelines will establish the credibility of the medical transcription company

TransDyne offers Quality Transcription with accuracy of 99% or above. TransDyne ensures quality by adopting a four level quality check of medical transcriptionist, language proofreader, unit in charge and finally by the quality assurance team which tries to minimize errors before returning the finished reports

TransDyne has Quality Guidelines for medical transcription in place that ensure that nobody or nothing is indispensable. The only thing that TransDyne considers indispensable is the quality of work!

Question no.4: Does the medical transcription service provider have professional and proficient customer service staff?
At every stage of the transition to a new service provider for medical transcription it is important to have helpful and well informed customer service personnel answering your queries so that all the kinks can be ironed out from the beginning. Having a responsive and knowledgeable customer staff can go a long way in establishing a good relationship

TransDyne believes in being available to the customer 24/7 so that any doubts/clarifications are sorted out at the earliest.

Question no.5: What is their technological capability? Are they HIPAA/HITECH compliant?
For a healthcare facility it is important that their medical transcription service provider uses technology, which is safe and secure, for HIPAA/HITECH compliancy and advanced enough to accommodate all required functions. Having the right software tools, which are easy to use can make it easy for health professionals interact with it

TransDyne believes that technology should not only be advanced, but also be easy to use for the end user. TransDyne has made it very easy for the doctors to upload their dictation through various devices and also down load the transcribed files in a simple manner.

TransDyne ensures Data security of medical transcription by incorporating security measures like 128-bit data encryption, multi-tiered application architecture, design level security, safeguards, firewall protected networks, sterilized e-mail servers, denial of access procedure and multi modal alerts.

TransDyne offers quality medical transcription at reasonable prices, done by expert medical transcriptionists with a very quick turnaround time executed through secure HIPAA/HITECH compliant channels, with very high levels of accuracy and all this with technology that is advanced but easy to use!

To avail outsourced medical transcription services from TransDyne. click here.

What is HL7 and how does it affect Medical Transcription?

When healthcare facility come across references to HL7 in the context of medical transcription and one always wonder what it is and how it affects healthcare business.

HL7 or Health Level 7 is a standards development organization that is accredited by the American National Standards (ANSI). HL7 creates standards that define how to represent and communicate data related to healthcare.

The importance of having resources and tools that can accept HL7 based transmissions is emphasized in medical transcription. Medical transcription is the process through which the audio records of the patients are transcribed into computer files.

These records form the basis for record keeping, further treatment, and referral to other doctors, as information for insurance claims, as evidence in case of litigation or part of the patient’s Electronic Medical Record. That means that the information in a patient record needs to be shared with various sources.

HL7 focuses on the interface necessities of the whole healthcare organization. HL7 functions as a standard to ensure that critical healthcare information is made available to various sources without the meaning getting lost.

When a healthcare facility decides to outsource medical transcription, the service provider needs to be assessed on the following criteria:

Accuracy: This means the percentage of accuracy of the completed transcripts vis-à-vis what was dictated. A minimum of 99% and above would be acceptable.

Turnaround time: Turnaround time refers to the time taken to revert the transcribed report to the healthcare facility. A Turnaround time of not more than 24 hours for normal reports and 4-12 hours for STAT reports would be considered ideal.

Data security: The Company being outsourced to should be HIPAA and HITECH compliant. The medical transcription service provider has to have adequate security measures to ensure that the confidential data transmitted back and forth is safe and secure.

· Pricing: This is one of the main benefits that a healthcare facility hopes to have, from the outsourcing option. Pricing should be fair and reasonable for the services rendered. Pricing method should also be transparent and simple so that both parties can verify the same at any stage of the process

· HL7 integration: It is important to ascertain that the service provider has the ability to interface with other systems in the form of HL7 messages. This would enable easy integration with any EMR system.

TransDyne a leading medical transcription service provider has the resources and tools to accept HL7 based ADT (Abstract Data Types)/ order transmissions via TCP (Transmission Control Protocol)/IP (Internet Protocol), HTTPS (HyperText Transfer Protocol Server) and /or VPN (Virtual Private Network). TransDyne also has the capabilities to transmit back the transcribed document as a HL7 message back to client's interface engine via TCP/IP, HTTPS and or VPN.

ADT feeds accepted for acquiring patient scheduling and demographic information can be done using standard of customized ADT messages. Transcribed reports are transmitted back as text or rich text embedded in multiple ORU segments in a single HL7 message.

For clients needing integration with EMR’s requiring reports to be sent back as HL7 messages, TransDyne can configure the interfaces and deliver reports as HL7 messages and at no additional cost to the client.

TransDyne offers quality medical transcription at reasonable prices, done by expert medical transcriptionists with a very quick turnaround time executed through secure HIPAA and HITECH compliant channels, with very high levels of accuracy and all this with technology that is advanced but easy to use!

For more details about how to use TransDyne’s superior outsourced medical transcription service, click here.

Software and tools for medical transcription

What is the role of software and tools in the medical transcription process?

The process of medical transcription has evolved a long way from where it started. Gone are the days of sending records/ tapes through courier and receiving the finished transcripts in a similar manner. It is the digital age and technological advances have made it possible for the whole process to be fast and safe.

Time is a resource which is scarce for health care professionals therefore it becomes important that the medical transcription service provider chosen to take care of transcription needs should utilize technology which is advanced and secure and also simple to use.

The role of software and technology in the transcription process is as follows:

Dictation: Doctors need to have flexible options for dictating their notes so as to utilize their time in the best way possible.

Upload of documents: The dictated records then need to uploaded so that the process of transcription can take place

Delivery of finished transcripts: Once the audio records have been transcribed these need to be made available to the doctors for further use.

Archives: Medical records play an important part in many ways like further treatment, referrals, statutory requirements, billing and as evidence in case of litigation. Therefore it becomes important that the records are easily accessible.

HL7: Healthcare information may need to be further transmitted to various sources; the medical transcription company needs to have HL7 integration to make this possible. HL7 is a protocol developed for communication of health data to various entities without the meaning getting lost.

TransDyne, a leading name in medical transcription believes that technology needs to be advanced so that the service provided is of the best standard, but should be simple to enable ease of use for healthcare professionals.

Some of the features of the software and tools used by TransDyne are as follows:

Smart upload: TransDyne offers doctors the choice of using modes of dictation they are already comfortable with. Then these files can be uploaded to the servers to be made available for transcription. Smart upload enables transfer of dictation files from the healthcare facility’s server to TransDyne’s server by checking for new dictations at pre-fixed intervals.

Web Delivery: TransDyne’s web delivery system tackles all issues related with tracking dictations, receiving documents and finding old files form the archives.

Smart Delivery: Smart delivery is an automated program that addresses the automatic downloads, saving files and printing needs of a healthcare facility.

HL7 integration: TransDyne can configure and send healthcare information as HL7 messages to the client’s EMR with no additional costs.


TransDyne offers quality medical transcription at reasonable prices, done by expert medical transcriptionists with a very quick turnaround time executed through secure HIPAA and HITECH compliant channels, with very high levels of accuracy and all this with technology that is advanced but easy to use.

To avail superior medical transcription services from TransDyne, click here.