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.

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 company 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 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!

To avail complete medical transcription services from TransDyne, click here

Outsourcing medical transcription: Unleashing core business potential

Providing quality healthcare and making a profit while doing so are the goals of a healthcare facility. Outsourcing medical transcription can help achieve both the goals.

How does medical transcription help in the provision of quality healthcare?

• By creating accurate records: The continued quality of healthcare depends on availability of accurate information. Outsourcing of medical transcription ensures that medical records are transcribed by experienced and expert medical transcriptionists ensuring maximum accuracy.

• By creating timely records: Timely records are vital for providing quality healthcare, by outsourcing the medical transcription function a healthcare facility can be ensured that transcription would be timely because of a availability of a large pool of qualified personnel at all times. The turnaround time of the finished transcripts are ensured by use of technology which has features that provides the convenience of using flexible modes of dictation, easy upload of audio files, easy download of finished transcripts. 

How does medical transcription help in profitability?

• By creating records at reasonable price: The cost per line of medical transcription can be cut down dramatically by outsourcing to a professionally managed medical transcription service provider. The healthcare facility can benefit from the economies of scale of the medical transcription company. The billing method used by the medical transcription service provider also has bearing on the cost per line of transcription and this in turn affects profitability.

• By cutting down associated costs: Outsourcing of medical transcription would also have enormous cost saving benefits like, managerial expenses, real estate costs, cost of utilities, cost of information technology, capital investment in medical transcription equipment among many other expenses, to the healthcare facility. One of the main benefits of outsourcing medical transcription is that it accelerates the receivables cycle. This ensures that the process of reimbursement is quickened leading to profitability

• By creating records through secure channels: Choosing a HIPAA compliant medical transcription company for outsourcing medical transcription needs that healthcare facility would be able to protect itself against any litigations arising out of potential data security breaches. This could mean a huge potential saving for the healthcare facility. 

One can see that choosing a professionally managed medical transcription service provider as a long-term partner for creation of medical records, can have an impact on the bottom line of the healthcare facility. It is vital that the process of selection should include a company, which is able to provide all these benefits.

TransDyne offers quality medical transcription with an accuracy level of above 99% Accuracy levels are achieved by training medical transcriptionist in specific areas of medicine making them domain experts and having a four level quality check to eliminate errors.

TransDyne offers medical transcription at reasonable prices by using a fair and reasonable method, achieving and passing on the benefits of economies of scale, and executing all medical transcription work in-house.

TransDyne offers quick turnaround time for medical transcription work by use of the right technology and well-trained medical transcriptionists.

To avail the advantages of outsourcing medical transcription needs 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.

Please click here to know more about the superior transcription services offered by TransDyne.

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 counterintuitive 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 company, 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 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.

Types of medical transcription reports

What are the types of reports that need to be transcribed?

A patient-provider interaction typically happens when a patient visits a doctor or healthcare provider for:

• Regular health checks
• Specific health issue
• Emergency care
• Specialist referral
• Procedure
• Surgery/ Diagnostic test 

Once the patient-doctor encounter ends detailed records need to be created of the whole process. This is not only a statutory requirement, but also aids the doctor in the treatment process, checking on the progress of the patient, providing proof in case of litigation and also used further for billing and reimbursement. Medical transcription plays an important part in the process of record creation. 

The types of reports that are created by medical transcriptionists are as follows

Patient History and physical examination report: This contains a brief about the patient name, age, gender, occupation, family health history, habits like smoking etc. and the details of the physical examination.

Consultation report: This contains the details of the findings by the consultant to whom the patient has been referred to for further treatment or diagnosis depending on the symptoms

Operative report: This contains the details of the operation/surgery that a patient has undergone including details of the procedure, duration, the anesthesia given etc. This may also contains some postoperative details.

Radiology report: This contains details of the radiologists’ findings on the X-rays, MRI scan, Ct scan, nuclear medicine, fluoroscopic studies etc along with the reports.

Pathology report: This contains the findings of a pathologist of the tissue sample.

Laboratory report: This contains the laboratory findings on body fluids

Emergency report: This is a summary of the patient’s visit to the emergency room for emergency care.

SOAP note report: This contains

• Subjective: This section contains patient’s current condition like age, gender, and pertinent symptoms etc.
• Objective: This section contains vital signs, findings from physical exams. Lab test results, co morbidity etc.
• Assessment: This contains quick summary of symptoms and diagnosis etc.
• Plan: This contains treatment plans, document goals for the patient with reasonable time lines etc.  

Progress note report: This contains progress of the patient after treatment/ operation/ procedure etc.

Therapy report: This contains details of the therapy given to the patient

Discharge summary: This contains all the details, which are generated when the patient is discharged including the treatment given, the progress of the patient, any reports and findings etc.

In light of the vital information that comes out of each patient encounter with a healthcare facility, medical transcription is an important component in the healthcare delivery cycle.

One needs to focus on a medical transcription company not just for creation of physical records but based on the following criteria:

• Accurate transcription with accuracy of above 99%
• Speedy transcription with turnaround time of 24 hours
• Reasonably priced transcription services
• Secure channels for data transmission throughout the process of transcription  

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

TransDyne's medical transcription service is proven and our team has vast experience in:

• Family Practice transcription
• Internal Medicine transcription
• Orthopedics transcription
• Cardiology transcription
• Neurology transcription
• Psychiatry transcription
• Radiology transcription
• Rehab Medicine transcription
• Pediatrics transcription
• Podiatry transcription
• Physical Therapy transcription
• Ophthalmology transcription
• Hematology & Oncology transcription
• ENT transcription
• Plastic Surgery transcription
• ER transcription
• Ob/Gyn transcription
• Nephrology transcription
• Urology transcription
• Gastroenterology transcription
• General Surgery transcription

To know more about TransDyne’s expert medical transcription services, click here.

A Guide to medical transcription outsourcing

What are the factors that should guide an outsourcing decision?

There are many factors that guide the outsourcing decision, profits being one of the main factors. That apart there are a few other factors that make the 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 company 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 transcription needs. That is why their 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 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, while still maintaining turnaround time commitments. 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 company 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 its’ in house team of specialist Medical Transcriptionists.

• Check whether current dictation modes can be used: Choosing a medical transcription company, who 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 flexible modes of dictation are offered. Doctors can dictate using their existing dictation devices, use digital reorders or even use mobile phones to record their dictation into the toll free numbers provided for this purpose.

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