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

Medical transcription: What is meant by HIPAA compliant systems?

HIPAA protects the health insurance coverage of workers when they lose employment or change their employers. HIPAA also covers the privacy of identifiable health information (PHI- Personal Health Information) regardless of the format in which it exists, including electronic, written or verbal.

 HIPAA applies to:

• Health care providers
• Health plans
• Health care clearinghouses 
• Any such third parties that perform services involving PHI or exchange electronic data on behalf of the healthcare facility. 

Under the last category HIPAA applies to medical transcription service providers, as they are involved in providing a service that involves the electronic transmission of PHI.

HIPAA and outsourced medical transcription

As already stated HIPAA applies to medical transcription because medical transcription is the process of creating records of the patient-healthcare professional encounter.  And the process of outsourcing medical transcription to a medical transcription service provider would involve:

• Uploading audio files  (narration of patient-healthcare professional encounter) to the server
• Transmission of audio files
• Downloading the audio files
• Transcribing the audio files
• Transmission of the finished transcripts
• Downloading the finished transcripts by the healthcare facility. 

Considering the procedure involved security of data is applicable at all stages:

1. When Data is at rest: This would be safety of data when it is stored prior to transmission to the medical transcription service provider and when the finished transcripts are stored before transmitting back to the healthcare facility.

2. When Data is in motion: This would include safety of data during uploading audio files, transmission of audio files, downloading audio files and transmission of finished transcripts

3. When Data is in use:  This would involve safety of data when the audio files are being transcribed.

4. When Data is disposed:  This would involve safely disposing of defunct files in such a way to ensure that they are completely destroyed and cannot be accessed by unauthorized entities. 

How does TransDyne ensure HIPAA compliance?

·       Use of the right systems and software: The use of 128-bit data encryption, multi-tiered application architecture, design level security safeguards, firewall protected networks, sterilized e-mail servers, denial of access procedures and multi-modal alerts safeguards data when it is at rest and when data is in motion.

·       Use of processes: Use of processes like company owned & managed facilities, not engaging any sub-contractors, employing manned security at the entry/exit points, round-the-clock video surveillance and the lack of removable storage media protect the data in use. The other measures taken for ensuring security of data in use are limiting the access to the application by User ID and an encrypted password. Access to files is limited based on the user's role. Once a user is logged in, if no activity is performed for certain time, the user is automatically logged out of the system. This ensures that there is complete security of data when it in use.

·       Educating people: Educating people on the importance and procedures for HIPAA compliance gives them a professional outlook. Having them give a commitment in writing further ensure HIPAA compliancy. This protects the data in all stages.

TransDyne believes in maintaining security standards that not only meet HIPAA standards, but also exceed them.  Not only HIPAA compliance of outsourced medical transcription services, TransDyne ensures accuracy of above 99%, guaranteed turnaround time of 24 hours with an option of 4-12 hour turnaround time for STAT reports at a very reasonable price!

To know more about the total TransDyne advantage please 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:

Ø  Hand written notes

Ø  Dictation-shorthand-typing on the manual typewriter

Ø  Dictation- recording on tapes- transcribing on manual/electronic typewriter.

Ø  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:

Ø  Recording the patient-healthcare professional encounter

Ø  Referrals/ tests

Ø  Statutory requirement

Ø  Insurance re-imbursement

Ø  Evidence in case of litigation

Ø  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 medical transcription 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.

·       Right use of technology: 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 offers medical transcription with an accuracy of above 99%

TransDyne assures a quick transcription turnaround time of 24 hours with an option of 4-12 hours for STAT reports.

TransDyne ensures security of data during the transcription process by securing technology, processes and people.

TransDyne offers a reasonable and fair price for transcription services 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 in transcription, available for viewing on their website.

To know more details on how TransDyne can ease the medical transcription process, 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 cost 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 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 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 compliance by always executing the medical transcription work in-house rather than through subcontractors.

To know more about TransDyne’s superior medical transcription service, click here