FAQ

How soon can I expect my dictated files to be returned transcribed?

Most normal files are completed within 4 business hours of arrival.  We also offer STAT service which takes less than 2 hours.  We guarantee 24 hour turn-around, we perform the transcription in an average of 4 hours or less as stated.  Our average turn around time is 39 minutes

What formats of audio do you transcribe?

We work with all audio formats.  We have programs that will convert whatever format you send us to compatible formats for our transcriptionists.  We recommend digital files because of the clarity of the recording, and the ease of uploading to the Internet.

Should my dictation be in a digital format ?

Digital recordings are very clear and crisp recordings.  Digital files will save time and therefore save money.  Digital dictation can be stored and tracked electronically.  These can be transmitted (uploaded) instantly to the secure sites, and your reports are returned the same way.  Digital files are electronic and this works with today’s technology, better than analog recordings.

Do you charge more for a difficult recording?  How do I have control how bad or good my recordings are?

These are in your control.
Are you dictating where other people are conversing, laughing, eating etc.?
Are you in a room that has increased background noise like office or medical equipment?
Do you speak clearly, slowly enough to enunciate each word so that we can understand and be accurate   in the transcripts?  We cannot understand you if you mumble.
Are you eating or chewing gum while dictating?
Are you dictating on speakerphone?
Do you dictate in a normal conversational volume?  We cannot understand you if you whisper.

You do have control over how clear your recordings are.
What makes you a leader in the transcription industry?

We treat you the way we would like to be treated in business.  We are professionals who understand that the care of your patients is utmost in importance.  You are attempting to give the best care that you can, satisfy insurance demands and medical management requirements.  You don’t need a another problem when it comes to documenting the care you have given or want to give to your patients.

We are strictly an American company and we only hire American citizens to do the work.  We don’t believe in outsourcing private information such as medical records and patient information.

We believe this is a clear violation of the HIPAA regulations.  We are also fair and straightforward in our business applications.  Another benefit you might find pleasing, is that we also can proofread and integrate any electronic medical records done through voice recognition.

The files need to be monitored and it is too costly in time for you to do so.  Let us proof and edit, and then integrate those files into the electronic medical record (EMR) that is set up in your office.  The most important thing that sets us apart from other companies is our accuracy rating.  We demand 99.9% accuracy from our transcriptionists.  Our standards are much higher than most companies, and we meet it everyday.

How do your prices compare to other transcription services?

We remain competitive in the marketplace. We hire and pay Americans to do the transcription, our costs for manpower is what drives our prices. We believe in keeping American jobs in America and are committed to our team of professionals who have remained faithful to this company for decades.

We will customized what you pay.  If you wish to pay by the line, we will examine your dictation and place you on a scale.  The scale is set up much like the pain scale you use for your patients.  0-10 with 0 being dictation that is such poor audio that no meaningful information can be heard, understood, and transcribed.  10 means you are clear, concise, and helpful (spelling proper names) in your dictation.  You speak with a normal conversational speed and volume.  This is the best type of dictation and because you want to help us, we will help you by giving you a better price than others.  We will determine at that point which is the best way to charge you….by line, or by minute.  We want you to get the best price to help keep your costs down.

What level of accuracy does your company maintain?

As noted above, we demand 99.9% accuracy from our transcriptionists.  We hire trained medical language specialists who have many years of experience.  Our teams of transcriptionists are monitored by a professional who has more than 30 years experience in the medical transcription industry. She not only watches over and corrects for accuracy, but also teaches the team so those errors are not repeated.  We pay attention to detail.

We DO NOT use offshore or overseas companies to perform any of our transcription. The language barrier that exists between the English speaking and those overseas leads to multiple errors with syntax, grammar, and accuracy.

How do I know the information I give you is confidential?

We can show you various steps that we take to keep all the information you give us confidential.  We do a background check on each staff member.  They provide current contact information and this is reviewed and updated monthly.  Each staff member has signed a confidentiality agreement and has received a copy of the HIPAA guidelines, and we will sign one with you. Each party receives a copy of that agreement.

We know the HIPAA regulations and not only comply with them, but go above and beyond to a level we believe is ultra secure.

How often do you invoice?

We invoice on or around the first and fifteenth of each month.  This invoice is for work done in the prior weeks.

How much transcription can I do with your service?

We handle full patient loads or just overflow that your own transcription staff cannot not get done.  Its nice to have a service that will handle overflow so that your staff doesn’t get behind, and also to cover in times of vacation or illness.  Some clients choose not to have any transcription staff in-office and rely on us to do their entire patient load.  The amount you dictate is completely up to you.

Many transcription companies demand you do a certain amount of dictation per month.  We don’t.  We don’t care if you only dictate one letter a month.  We are there for your needs.

Do real people transcribe my audio?

Absolutely.  Well-trained, medical language specialists will transcribe your dictation.  One of the services we perform is to help physicians integrate electronic medical records into their office.  We will proof and edit the files done through voice recognition, but we do not utilize voice recognition software ourselves for the purposes of transcription.

Do I have to be located in the US to do business with your company?

We work on a cloud based internet platform we can send and receive from anywhere around the globe.  Your price quote will be taken through currency conversion and you will be charged according to the conversion rate.  This can be reviewed on a bimonthly billing cycle basis.

We have transcriptionists working around the clock, so we can accommodate timely transcription from any time zone.