Outsourcing medical transcription has been acknowledged to be a sensible option for healthcare facilities and healthcare professionals looking for accurate, speedy, secure and cost effective medical transcription services. However while outsourcing a vital component of the healthcare process like medical transcription it is important to make an informed choice so as to ensure a long-term partnership.
To achieve the desired objective of outsourcing medical transcription it is imperative that the healthcare facilities follow a clear-cut process of outsourcing, consisting of the following steps:
- Identify the objective of outsourcing: While outsourcing an important aspect of the healthcare delivery chain like medical transcription it is important to identify what exactly one hopes to gain from the outsourcing decision.
It would seem obvious that the desired outcome of outsourcing medical transcription would be to save on costs, but there could also be other objectives like expansion of services, better time management, gaining access to a larger pool of talent & technology etc. Identifying the desired outcome of the outsourcing decision can help in the evaluation the medical transcription service provider based on their capability to help achieve this objective. Focusing only on the cost saving aspect can lead to the wrong choice.
- Identify the risks: Outsourcing medical transcription involves certain inherent risks and it is better to identify these risks; this will help in evaluating the medical transcription service provider on the basis of their capability to minimize these risks. The inherent risks involved in outsourcing medical transcription are:
a) The inability of the medical transcription service provider to cope with volume
fluctuations.
b) The risk of pricing with hidden costs
c) Security risk
d) Technology mismatch risk
e) Quality risk
- Evaluate the service provider: This step of the outsourcing process involves evaluating the medical transcription service provider to ensure that the potential risks that may arise out of outsourcing can be mitigated.
1. Years of experience: The number of years the medical transcription service provider has been in existence is an indication of the robustness of the service provider
2. Relevant experience: The experience of the medical transcription service provider in having served healthcare facilities and healthcare professionals of similar types is an important aspect to be evaluated as this indicates the capability of the service provider.
3. References: Getting feedback of the existing customers of the medical transcription service provider establishes the service provider as being capable of delivering services as promised
4. Pricing: While outsourcing medical transcription it is important to study the cost quoted by the service provider in detail. As cost saving is one of the main objectives of outsourcing it is important to evaluate the billing method used by the service provider to ensure that the components of pricing are understood by all concerned
5. Accuracy: As patient medical records support the operational, legal and commercial aspects of the healthcare facility it is important to ensure that the information captured in the patient records is as accurate as possible. To evaluate the capability of the medical transcription service provider to deliver accurate transcription it is important to focus on the training methods and the quality check procedure
6. Turnaround time: Timely transcription helps in clinical decision-making and in quickening the reimbursement process. The capability of the medical transcription service provider to meet the turnaround time requirements can be evaluated by assessing the availability of trained transcriptionists and the technology used
7. HIPAA and HITECH compliance: Protecting confidential information is not only the moral obligation of the healthcare facility, but it is also mandated by law. As the medical transcription process requires the transmission of this data to and from the healthcare facility it is important to evaluate the measures taken by the service provider for HIPAA / HITECH compliance
8. Technical compatibility: The technology used by the medical transcription service provider ensures speed, security and convenience. It is important to assess this to ensure compatibility with the systems of the healthcare facility to ensure that no further investments are required
9. After sales service: Outsourcing medical transcription requires a certain period of hand holding, having multiple channels of communication can help resolve any issues as soon as they arise. It is important to establish that the service provider possesses adequate after sales service.
10. Scalability of services: It is important to evaluate the scalability of the medical transcription service provider's services to suit future service requirements like expansion of operations, adopting EMR, providing speech recognition software editing services etc.
- Getting started with outsourced services: Once all these factors have been evaluated the next step is to sign the contract and getting started on availing outsourced medical transcription services.
Following a systematic and scientific approach to outsourcing medical transcription can help the healthcare facility avail maximum benefits from outsourcing option.
TransDyne, a leader in the outsourced medical transcription industry has been providing medical transcription services for over a decade. TransDyne offers quality medical transcription at reasonable prices, executed by experienced and qualified 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!
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