Medical transcription outsourcing: Process for choosing the right medical transcription company

Outsourcing medical transcription is a critical decision. By outsourcing its’ medical transcription needs a healthcare facility is essentially adding to the back office support of their facility. A medical transcription service provider is a long-term business associate of the healthcare facility.

The process of picking the right associate needs a well thought out strategy. Breaking it into two stages can help refine the process of selection:

• Qualification stage
• Proposal stage 

Qualification stage is the elimination round where the medical transcription company will be judged on the following criteria:

• Can the medical transcription service provider prove HIPAA compliance?

HIPAA compliance is an important criterion to be considered as medical transcription involves transmission of data back and forth through electronic channels. Security measures for ensuring confidentiality of patient information needs to be addressed at 3 levels:

1. Technology: HIPAA compliance in technology can be ensured by transmission of data through encrypted channels, firewall protection etc.

2. Process: HIPAA compliance in process can be ensured by making sure that 100% of the work is carried out in company’s own premises and not through sub-contractors. Further security measures could include surveillance cameras and security at entry and exit points.

3. People: HIPAA compliance among people could be ensured by educating them on the importance of HIPAA and having them sign a commitment regarding the same. 

• Can the medical transcription service provider’s system be made compatible with the healthcare facility’s systems?

Outsourcing of medical transcription needs should not require any further investment by the healthcare facility. Features like HL7 interface to enable interface between various systems could be used as a criterion to evaluate the medical transcription service provider.

• Can healthcare professionals retain their current modes of dictation?

Healthcare professionals have limited time and a service provider that lets them retain their current modes of dictation will be one of the qualifying features.

Once the medical transcription service provider has qualified on these criteria they need to be evaluated on the following, which will form part of the proposal:

• What is the cost per line?

Cost savings is one of the main benefits that a healthcare facility hopes to have from the outsourcing decision. The cost per line of needs to be fair and reasonable to the transcription services rendered, without any hidden costs.

• What are the billing methods used?

The method of billing used by the service provider has a direct effect on the bottom line of the healthcare facility. The billing method used has to be according to the MTIA guidelines of being verifiable, definable, measurable, consistent, fair and honest.

• What is the guaranteed turnaround time?

Timely transcripts add to the quality of healthcare provided. A reasonable turnaround time needs to be specified along with options for STAT reports.

• What is the accuracy level promised?

The accuracy of the finished transcript as against the audio file needs to be as close to 100% as possible so that accurate information is documented. The accuracy level specified by the medical transcription service provider is an important criterion for the final decision-making.

• Can the medical transcription service provider provide references?

References/ testimonials are the success stories of those who have already availed the services of the service provider. Having testimonials gives an added assurance that the transcription company can meet all the challenges.

• Is there a free trial period to test the services?

Free trials of the services provide a test run that gives the healthcare facility an idea as what to expect and helps make the right decision.

• What is the type of contract used?

The type of contract used by the medical transcription service provider gives an idea about the commitment needed from both the parties and whether the service provider is willing to make changes in the contract if needed.

TransDyne is a professionally managed medical transcription company, which qualifies on all the criteria like being HIPAA compliant in technology, processes and people, having technology that is compatible with that of the healthcare facility and the flexibility for healthcare professionals to retain their current modes of dictation.

TransDyne offers medical transcription at the rate of 10 cents per line, uses a billing method based on a 65-character line, assures a turnaround time of 24 hours with an option of 4-12 hours for STAT reports, assures an accuracy level of above 99%.

TransDyne can provide testimonials of its’ success stories, offers a free trial period for evaluating their services, and a standard business agreement that can be modified as per the healthcare facility’s requirements. 

To know more about medical transcription services by TransDyne, click here.