Medical transcription outsourcing: Dos and Don’ts

Medical transcription plays a vital part in the healthcare process, by documenting the patient-healthcare professional encounter.  The medical records play an important role in the following areas:

1. Patient treatment
2. Permanent Patient records
3. Referrals to other doctors
4. Evidence in case of malpractice suits
5. Coding, billing and insurance claims
6. Satisfaction of regulatory norms

As medical transcription is not part of the core activities of the healthcare facility, an easy and cost effective fix is to outsource the medical transcription requirements to a professional medical transcription service provider. Outsourcing medical transcription ensures that the patient records are created in an easy, accurate, timely, secure and cost effective manner.

However while outsourcing medical transcription, care needs to be taken to ensure that the right service provider is chosen so as to reap long-term benefits.

What are the guidelines for outsourcing medical transcription?

The Dos:

·  Check for experience of the service provider: While outsourcing medical transcription it is important to check the credentials of the service provider. To ensure that the service provider is capable of providing services as promised the following questions need to be asked:

a)    How long has the service provider been in the business providing outsourced medical transcription services?

b)    Who are their customers?

c)     What is the range of medical transcription services?

d)    Can they provide testimonials?

e)    Do they offer a free trial of their services?

·       Check for quality measures: It is important to ascertain that the medical transcription service provider has measures in place to provide accurate medical transcription as promised. To ascertain that the service provider can deliver quality/accuracy as promised the following questions need to be asked:

a)    What are the quality check levels? Does more than one person listen to the audio before transmitting the transcript back to the healthcare professional?

b)    What is the training method used by the service provider?

c)     Does the service provider use subcontractors to execute the work?

·       Check the billing methodology: Pricing in medical transcription is a complex issue with numerous variables. Comparing quotes can be very difficult as the components of what consists cost may vary vastly. This also leaves a huge scope for manipulation in the billing. To ensure that the price quoted is reasonable, one needs to check the billing methodology used by the medical transcription service provider. The billing method needs to be verifiable, definable, measurable, consistent, fair and honest

·       Check the transcription flow: Checking the flow from the dictation stage to when the final transcript is made available to the healthcare professional ensures the use of the right technology. The right technology in turn ensures that turnaround time commitments will be met with, and the time of the support staff and healthcare professionals is not wasted tracking dictation files and finished transcripts through a complex system.

·       Check the HIPAA compliance measures:  While outsourcing medical transcription one of the main concerns is that of maintaining the security of confidential patient information. To evaluate whether a service provider has adequate measures in place to be HIPAA complaint, one needs to check for adequate measures for:

a)    Technology: To ensure security during transmission

b)    Processes: To ensure security during transcription

c)     People and infrastructure: To ensure security during every stage

·       Check for customer service channels: It is important that the healthcare facility have channels of open communication at their disposal for contacting the service provider. This ensures that any issues are sorted out at the earliest to ensure smooth transition

·       Check the website: Website of the service provider can be a valuable source of information. It is important to go through the website of the service provider to get maximum information

The Don’ts

·       Look at price only: Though reduced cost is one of the foremost benefits of outsourcing medical transcription, it is important to analyze the cost components thoroughly and to look at the capabilities of the service provider before making finalizing the service provider

·       Ignore the contract:  Though the service provider meets all the criteria for successful outsourcing it is important to look at the contract agreement in depth before signing on for the services

·       Opt for complicated technology: It is very easy to be taken in by the “bells and whistles” in the technology used by the service provider, without actually considering the utility. As time is a limited commodity for healthcare professionals it is important that the technology used by the service provider serves all the needs and at the same time is easy

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!            

To avail complete and reliable medical transcription services from TransDyne, click here.

Medical transcription: The myths and truths

In recent times there have been many myths and misconceptions regarding medical transcription, giving it a bad press. Given below are a few myths about medical transcription:

• Medical transcription is easy and anybody can be a medical transcriptionist: This is a common myth about medical transcription, given that entry into this profession is relatively easy. No formal qualifications are required except for an aptitude for the English language, good keyboard skills and a keen ear. In spite of the easy entry to qualify as a medical transcriptionist, a person has to go through extensive training in medical terminology, procedures and drugs. This profession also requires a person to constantly educate themselves on the latest developments in the medical field. 

Over and above all a medical transcriptionist trained in a particular specialty of medicine adds value to the work done by being a domain specialist increasing accuracy and turnaround time.

• Medical transcription is just a data entry service: Medical transcription is a service, which requires attributes like good listening, applying context when in doubt and an extensive knowledge base to draw from unlike data entry. Moreover medical transcription goes beyond just a data entry service by having additional benefits like effective report distribution, archiving and adding value to the healthcare facility in terms of reducing staff burden, reducing capital investment in medical transcription, and freeing up resources like utilities and real estate.

• Medical transcription can be replaced with voice recognition software: Voice recognition software is software that automatically converts the dictation of the healthcare professional into a typed text. On the face of this, it sounds like the answer to the medical transcription needs of a healthcare facility.  

But this software is not easy to use due to the following reasons:

1. The software has to be “taught” to recognize the voice of the user and terminology used
2. A healthcare professional has to dramatically slow down his usual way of dictation and speak in a structured way, including punctuation etc., resulting in loss of productivity of the healthcare professional.
3. In spite of all these preparations the accuracy of the voice recognition software has been found to be only 60%-80%. 

Because of such low accuracy levels the need for medical transcriptionists arises to proof read the reports and edit them to bring them up to the desired level of accuracy.

• Outsourcing medical transcription is time consuming: Outsourcing medical transcription can be made easy and quick by analyzing the specific needs of the healthcare facility and evaluating a prospective service provider by these attributes. A quick way to assess the medical transcription company is through: 

1. Methods of quality assessment
2. Billing method used
3. Technology used
4. Measures for ensuring HIPAA compliance
5. Training methods used
6. Assessing if all the work in done in-house or through the use of sub-contractors.
7. Testimonials
8. Free trial

All these information can be accessed through the service provider’s website

• Outsourcing medical transcription affects the turnaround time negatively: Outsourcing medical transcription actually fine tunes the turnaround time and regularizes any overflow needs due to rise in patient visits. Outsourcing also takes care of weekend and holiday transcription needs, thus lessening the turnaround time.

• Outsourcing medical transcription will adversely affect the quality of reports: Outsourcing actually improves the accuracy level of the reports transcribed, when done right. The healthcare facility needs to look a service provider who has a thorough method for attaining accuracy; specialty based training methods and executes all medical transcription work in-house.

• Outsourcing medical transcription has hidden costs that will increase the cost per line: The cost per line of medical transcription is largely determined by the billing method used. Picking a medical transcription service provider that uses a fair and simple method of billing will ensure that there are no hidden costs, and help keep costs down.

• Outsourcing medical transcription is not safe: This is one of the main myths perpetuated due to a few unfortunate incidents in the past. The security measures used by the medical transcription service provider need to be assessed in detail to ensure security breaches are prevented. The service provider needs to be assessed for security on the basis of: 

1. Technology
2. Facilities and infrastructure
3. People and processes 

• Outsourcing medical transcription would require an entirely new Information Technology (IT) infrastructure: Outsourcing to the right service provider would ensure this does not happen. Care needs to be taken to choose a service provider who understands the special needs of the healthcare professionals and ensures that the technology takes care of all the needs and at the same time is very simple to use. Features like a flexible mode of dictation, easy uploads & downloads and archiving facilities need to be considered in the assessment process. 

TransDyne is a medical transcription service provider that busts all these myths and provides 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!                   

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

Medical transcription outsourcing; Getting started with TransDyne

Once the process of evaluating and selecting a medical transcription service provider is over, the next step is the transition from the current mode of transcription to that of using the services of the service provider. Getting started on a new mode of transcription can be complicated and time consuming unless the service provider has a simple process for integration.

TransDyne has made transition to outsourced services an easy and stress-free process allowing the healthcare facility to start using their services without having to make any major adjustments. The process of transition to TransDyne medical transcription services would involve:

• Identifying the right solution: TransDyne believes that the needs of each and every customer are different. That is why TransDyne does not offer a “vanilla” product. Rather, TransDyne believes in having discussions with the healthcare facilities on the various aspects of the service needed and customizing their products to suit that of their clients. This ensures that the healthcare facility and TransDyne are on the same page from the very beginning. 

Identifying the right solution for medical transcription needs of the healthcare facility would be done taking into consideration the following factors:

1. Number of doctors at the facility: This would have an impact on the volume, the formats required and the turnaround time of the reports

2. The specialties of the doctors: TransDyne believes in catering to the needs of doctors based on their specialization. Specially trained medical transcriptionists would be assigned according to the specialties

3. The volume of transcription: This would help plan the kind of system integration required and planning for holidays and weekend requirements

4. The types of reports: The type of reports required would help configure the systems.

5. Turnaround time required: Turnaround time would vary according to the type of report and these needs to be considered while customizing solutions for the client.

6. Dictation modes: The dictation modes used by the healthcare professionals need to be configured into the system

7. EMR integration required: Incase of integration with EMR is required then HL7 integration needs to be provided.

8. Additional features like remote printing and faxing: These features need to be incorporated on the basis of the needs.

9. Electronic signature: This feature also needs to be integrated into the system.

10. Archiving requirements: Each client has specific archiving requirements, which need to be customized accordingly.

11. Preferred billing method: There are different billing methods based on minute of transcription, gross line, page, report, and character line method of billing. The method of billing needs to be agreed upon to commence services.

12. Access levels to different users: The healthcare facility may want to give different levels of access to reports on the system this needs to be ascertained beforehand.

13. Expansion plans of the healthcare facility: This will determine what could be the future medical transcription requirements. 

• Agreement: This stage involves formalizing the solutions that have been identified into the agreement. TransDyne has a standard business agreement, which is provided to the client for scrutiny by their legal team. Efforts are made to incorporate any changes required by the clients on this.

• Gathering the right information: At this stage details like formats, macros and templates will be gathered for inclusion in the reports produced. The individual needs of the healthcare professionals are taken into consideration.

• Shipping hardware and software: This next stage involves shipping the necessary software and hardware required for starting the transcription process. It could be as minimal as digital recorders considering that TransDyne believes in using simple and effective technology

• Technical integration: The integration of the systems with that of the healthcare facilities’ system is done at this stage. Any other requirements by the clients in this regard are also taken care at this stage.

• Training: The teams at the healthcare facility are provided orientation to work with the system to enable easy usage.

• Using the service: At this stage the healthcare facility can start using the services by uploading dictation files on the TransDyne systems. The transcribed reports will be made available to the healthcare facility as per the turnaround time guaranteed. 

To get started on superior medical transcription services by TransDyne, please click here

Medical transcription outsourcing: Leading to smoother operations

When a healthcare facility out sources their medical transcription needs to a professional and technologically savvy medical transcription company like TransDyne, most of the hassles faced by them due to outsourcing are eliminated. Given below are some of the problems that TransDyne helps overcome with regard to documenting the care process:

·       Delayed turnaround time: When transcription needs are outsourced to TransDyne a healthcare facility can forget about monitoring the turnaround time of finished transcripts. TransDyne guarantees a turnaround time of 24 hours from the time of uploading the audio files. TransDyne meets the guaranteed turnaround time by:

Ø  Executing all medical transcription work in-house.

Ø  Use of technology for smart uploads and downloads

Ø  Using expertly trained medical transcriptionists.

·       Medical transcription staffing problems:  Outsourcing medical transcription needs to TransDyne, would mean that the healthcare facility can forget about finding the right staff to carry out medical transcription work. TransDyne provides a one-stop-shop for all medical transcription needs.

·       Additional investment in transcription equipment: Outsourcing medical transcription needs gives a healthcare facility the advantage of not having to make any additional investments on equipment or real estate as far as medical transcription is concerned.

·       Lost/misplaced/untraceable records: Tracing missing audio files or finished transcripts would be a thing of the past when medical transcription needs are outsourced to TransDyne. TransDyne provides a system that takes care of all such needs with the right technology like:

Ø  Web delivery: This helps in tracking dictations, receiving old documents, and accessing old records from the archives.

Ø  Smart delivery: This has features like automated downloads saving and printing.

Ø  Smart Upload: Facilitates the transfer of files from the healthcare facility ‘s system to TransDyne for transcription. This is done at preset intervals.

This helps both the healthcare facility and TransDyne to keep track of dictations and finished files.

·       Litigation issues due to security breaches: TransDyne understands the need to maintain the confidentiality of patient records. TransDyne ensures total security of patient records during medical transcription process by using a three pronged strategy of:

Ø  Secure people and processes

Ø  Secure technology

Ø  Secure infrastructure and facilities.

This minimizes any instances of litigation due to breach of security.

·       Poor quality medical reports: TransDyne offers medical transcription with an accuracy level of above 99%. TransDyne ensures quality by adopting a four level quality check of Medical Transcriptionist, language proofreader, unit in charge and finally by our Quality Assurance (QA) team which tries to minimize errors before returning the finished reports.

·       Extra expenses for arranging holiday/weekend transcription: TransDyne has a large team of well-qualified and trained medical transcriptionists that will be able to take care of any holiday/ weekend transcription requirements at no extra costs.

·       Lengthy training program to understand how the process works: TransDyne believes in using technology that is advance but easy to use. Minimal training would be required to use their systems.

·       Complicated billing system for transcription services requiring verification: TransDyne has a fair billing system, which is transparent and easy to understand. TransDyne uses a 65-character line billing method. This method is based on the MTIA billing principles.

·       Having to deal with generic transcription solutions: TransDyne believes that each and every client has unique needs. Transcription solutions are tailored to the unique requirements of each client after detailed discussions.

·       No response to queries: TransDyne believes in being available to their customers 24/7 so that all queries are attended to as soon as possible.

Outsourcing medical transcription needs to TransDyne offers a comprehensive and easy solution for the medical transcription needs of a healthcare facility.

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

To avail complete and reliable medical transcription services from TransDyne, click here

MEDICAL TRANSCRIPTION: Gain a partner through outsourcing

Did you know that outsourcing medical transcription could provide a partner for the back office needs of healthcare facilities?

Outsourcing medical transcription needs can be a tricky decision involving a long process of qualification and then the process of evaluation. But when done right it can mean that the healthcare facility gains a partner who will shoulder a big portion of the burden of non-healthcare related issues of the healthcare facility.

Before this can happen there may be many questions/queries/ doubts raised by healthcare professionals that need to be addressed by the healthcare facility administration to ensure smooth transition to outsourcing.

Some of the main questions/queries/doubts raised by healthcare professionals could be along these lines:

·       Will outsourcing medical transcription provide more time for the practice of medicine?

Outsourcing medical transcription to TransDyne has the benefit of freeing up the time of healthcare professionals, because all aspects of documenting the patient-healthcare professional encounter are done in a prompt and professional manner, by the use of right people, right processes and the right technology. This means that the information required to make an informed decision is available at the right time and with high levels of accuracy.

·       What about the quality/ accuracy of finished transcripts? What are measures taken to ensure quality?

TransDyne assures an accuracy level of above 99%. Accuracy levels are maintained by having stringent quality assurance procedures in place involving four level checks by medical transcriptionist, language proofreader, unit-in-charge and a final check by the quality assurance team.

·       Will outsourcing reduce costs, thereby increasing profitability?

Outsourcing medical transcription to TransDyne will bring the cost per line of transcription down by approximately 40%, which will have an effect on the bottom-line. Moreover timely transcription will ensure that the account receivable cycle is shortened and quicker reimbursements can have a positive impact on the profitability.

·       What is the turnaround time guaranteed?

TransDyne ensures a turnaround time of 24 hours and offers a turnaround time of 4-12 hours for STAT reports. TransDyne ensures turnaround time by constantly recruiting, training and maintaining a large pool of medical transcriptionists, the use of technology and stringent processes.

·       Is training required to use the technology used by the medical transcription service provider?

TransDyne believes that the technology used for medical transcription like uploading dictation and downloading finished transcripts should be advanced to ensure reliability, but very easy to use requiring very less or no training.

·       What is the billing method used by the medical transcription service provider?

TransDyne uses a 65-character line method of billing. This follows the billing method principles as defined by MTIA. The method used is definable, verifiable, measurable, consistent and fair & honest.

·       Will there be additional investment?

No additional investment is required by the healthcare facility to avail medical transcription services from TransDyne.

·       Does the medical transcription service provider have adequate measures to ensure security of data?

TransDyne has taken all measures to ensure security of data at all levels. TransDyne has security measures like encryption of data during transmission, firewalls, and limited access to assure system security. TransDyne has physical security measures like manned security, restricted access etc to ensure security of its’ premises. The team at TransDyne has been educated on the importance of security and made to sign undertakings to make a commitment to maintaining security. TransDyne further assures total control over security by never subcontracting medical transcription work and executing all work in-house. Security measures taken by TransDyne not only meet HIPAA guidelines but also exceed them.

·       Can the current modes of dictation be retained?

TransDyne believes that the time is a precious commodity for healthcare professionals, thereby current dictations can be retained. Flexible modes of dictation are offered to ensure that healthcare professionals have the options to use their time in the best possible way.

·       Is it possible to have a free trial of the services to test for compatibility?

TransDyne offers a free trial of services for a limited period to give healthcare facilities an opportunity to experience the excellent services offered firsthand, before making the final commitment.

·       How is medical transcription service provider going to deal with holiday and weekend medical transcription requirements?

TransDyne has a large team of medical transcriptionists, and will be in a position to deal with any holiday and weekend medical transcription needs that may arise.

·       How long has the medical transcription service provider been in this business and who are their customers?

TransDyne has been in the business of medical transcription for over a decade and has the testimonials of some of their customers displayed on their website.

When a healthcare facility decides to outsource its, medical transcription needs to TransDyne it essentially gains a long-term partner that manages the current needs and is in a position to handle any additional needs that may arise out of any expansion plans that the healthcare facility may have.

To avail complete and reliable medical transcription services from TransDyne, click here