Tag Archive for Outsourcing

4 Outsourcing Transcription Mistakes That Make You Look Stupid and Cost You Money

If you outsource Audio Transcription this post is for you. This post is about the mistakes people commit when outsourcing their transcription work and how to avoid those outsourcing mistakes. Some make you look stupid; some will even cost you money.

Not having a proper file naming convention

When you start outsourcing your transcription work, adopt and maintain an appropriate file naming convention for your audios. This will do away a lot of headaches and confusion later. Try and organize your files and audit your audio files at least weekly. Maintain an Excel document to record all the audios you have outsourced to your transcription provider and those you have not.

Most audio recorders these days, will have a feature that controls the file naming convention. You may try using that or adopt a totally different approach and manually name your files.

I see different types of file naming conventions in my business. Some prefer sequential numbering; some include the date of the recording plus the author’s initials (this is apparently for firms with multiple authors outsourcing to the same transcription service provider); some include a description of some kind mostly related to the content of the recording. There’s no right or wrong with this. So, it’s really up to you how you want to do this. But, definitely do it.

Transcriptionists, or at least I, usually name a transcript after the audio file itself. For example, if I get an audio with the name ABCD.MP3, the transcript will be ABCD.doc. If there are two or more documents, it will be ABCD (1).doc, ABCD (2).doc and so on.

So, if you have two audio files with the same name (with different audio content), it’s confusing – as to how to save the second file or whether or not we’ve transcribe the file, in the first place.

We all want to avoid duplication of work, right? You don’t want to be charged for the same transcription twice.

So to summarize, it’s important to adopt a file naming convention because :

  1. It minimizes mistakes such as sending the same file twice for transcribing.
  2. It simplifies the process of documentation and maintaining records for individuals as well as businesses and firms.
  3. It avoids duplication of work.
  4. It saves you money and time.
  5. It makes accounting and invoicing much easier.

Sending the same audio file over and over for transcription

Sometimes even though you have a proper file naming convention, you may still end up sending the same audio file twice or even thrice for transcription. Sending the same file twice may mean paying double for a single transcript. This can be remedied by maintaining a record of files outsourced.

One way to contain the effects of such mistakes is to have an agreement with your transcription provider that duplicate files will not be charged (if work hasn’t commenced). That way, you at least save cost even though you can’t reclaim your time spent sending that file!

Not maintaining records of files

If you’re outsourcing audio transcription you should be maintaining a record of files being outsourced. This will prevent any unwanted issues in invoicing or duplication of work on the part of your transcriber. Record the date a file is outsourced; the length of the file; and also record when you get the transcript back.

Not outsourcing your transcriptions at all!

This is the biggest mistake of all. If you’re not outsourcing your transcriptions either because you employ a secretary (who’s not specialised in transcription or typing) fulltime or because you type your recordings yourself, you’re not taking advantage of the flat world we live in. You’re not optimizing your resources.

Outsourcing transcription is not all about saving money or time (although it does both), it’s more about employing specialists and experts, and getting excellent results. That’s the advantage of outsourcing and globalization. A decade ago when you have to content with a mediocre transcript from a secretary, now you can get excellent transcripts from an expert who specialises in transcription and only pay a fraction of what you might pay a secretary.

Nobody wants to be stupid. You don’t.

This article was originally posted at http://transcriptionpro.net/outsourcing-transcription-mistakes/

Amplify EHR Efficiencies with Medical Transcription Services

With the widespread adoption of electronic health records (EHR) in the last few years, physicians have generally been presented with two options: modernize, or get left behind with old-fashioned paper medical records. However, with the implementation of EHRs, some physicians feel typing in a computer is not only inefficient, but also unfriendly to the practice of medicine.

While there are numerous advantages for using EHRs, they are often criticized for slowing down physicians and for removing the personal element from doctor-patient care. Physicians do not want to be typists. A physician serving as a typist, or using point-and-click entry in the EHR, can be grossly inefficient. Physicians do not have the extra time to function as a data-entry clerk for the EHR. Rather, they prefer to spend quality time with their patients.

Medical Transcription Services, when integrated with EHRs, make EHRs much more efficient. Instead of typing their notes, physicians dictate using their preferred dictation method and the transcribed note is returned directly to the EHR within the contracted turnaround time (TAT). Transcribed reports are customized to the needs of the EHR and the physician, so they are personalized notes — not cookie-cutter templates like many EHRs produce.

Transcription companies who employ discrete reportable transcription (DRT) can take the transcription-EHR relationship a step further by importing the transcribed information directly into specific fields or sections in the EHR. Gone are the days where transcribed reports become scanned attachments in the patient chart. Today, the transcribed information is incorporated directly into the medical record.

Medical transcription services make the use of EHRs more efficient, while preserving the personal element of doctor-patient interactions. In addition, transcription enables physicians to use EHRs and continue the workflow used today in their practice of medicine. Employing medical transcription services with EHRs benefits physicians and the patients they serve.

Is your EHR amplified with medical transcription?

This article was originally posted at http://www.assistmed.com/blog/bid/75225/Amplify-EHR-Efficiencies-with-Medical-Transcription-Services

Medical Transcription: Proven Accelerator of EHR Adoption

By ahdi

The recently enacted Health Information Technology for Economic and Clinical Health Act (HITECH Act) of 2009 represents an important first step towards achieving the vision of a nationwide, fully interoperable electronic health record (EHR) system. However, the gap between that vision and current reality remains wide. Many healthcare providers still use paper records. Other providers have tried to implement EHR systems, but unfortunately, many such projects have failed. “Industry experts agree that failure rates of electronic medical record (EMR) implementations range from 50 to 80 percent.” Clearly, the challenges of EHR adoption and implementation remain great.

EHRs promise to lower costs resulting from inefficiency and inappropriate and/or redundant care while improving the coordination of care and exchange of information among healthcare enterprises. However, despite these promises and efforts to date, adoption rates among physicians still remain relatively low, with costs cited as a major deterrent. Other adoption concerns include complex organizational and system work flow issues and the increased documentation burdens on the part of physicians when they are asked to use direct text entry. Several studies have shown that practice productivity can decrease by at least 10 percent for several months following EHR implementation. In some non-oncology studies, the average drop in revenue from that loss of productivity was approximately $7,500 per physician.”

Above article published on


Medical Transcription and Voice Recognition

Medical transcription (MT) assignments are one of the highly acclaimed outsourced jobs in the healthcare industry and are mainly aimed at enabling US and UK based healthcare providers to have cost-effective solutions in maintaining day-to-day patient records. In the competitive healthcare arena where medical facilities are finding it difficult and expensive to maintain their own in-house transcription facilities, having these jobs outsourced spells huge savings in cost and effort. All major medical transcription service providers are now offering their medical transcription and voice recognition services in a highly customized and time-bound manner.

Voice recognition technology has a key role to play in medical transcription services

and is one of the major advancements being made in the transcription sector. Voice recognition technology uses computers to recognize doctors’ dictations but current technologies are not capable of providing 100% accuracy in the transcribed documents and hence all documents generated using voice recognition technologies still require manual proofreading to maintain the high accuracy levels required.

Almost all medical transcription facilities are now offering their services in accordance with the HIPAA (Health Insurance Portability and Accountability Act) regulations. These regulations ensure that all online transactions involving patient records are done in a safe and secure manner. The archival facilities provided by transcription firms are highly beneficial to clients as retrieval and transmission of patient records in future will be much easier.

To have accurate documentation of medical reports, most MT facilities have employed highly skilled and trained transcriptionists. The proofreaders and editors working in these medical transcription facilities make sure that all processed records maintain high accuracy levels of up to 99%. Most of these medical transcription facilities take care to update the knowledge base of their employees so that they remain well informed about the latest developments in medical treatments and medicines. This helps them handle their jobs easily and accurately.

The medical transcription facilities also have a number of related services for their clients which include medical coding and medical billing. To provide benefits for the healthcare industry on the whole, most medical transcription providers are now offering their services for a wide range of healthcare clients. Healthcare clients in the US who are heavily dependent on medical transcription and voice recognition services include private practitioners, hospitals, clinics, long term care facilities and acute care centers. Medical transcription firms provide their services for short term as well as long term requirements and hence all categories of medical care providers are ensured smooth functioning and timely completion of assigned jobs.

Above article published on


Americans’ personal records increasingly digitized and routed through Asia

| Tribune Newspapers

MANILA – It started out as a Thanksgiving Day stomachache, a nagging pain that sharpened until it reverberated from California halfway around the world.

When the ache in her lower abdomen became excruciating, the young woman was rushed to a surgery center, where the doctor diagnosed a ruptured appendix.

The woman needed an operation—fast. But before the surgeon could wheel her into the operating theater, he had to find out whether the patient’s insurance company would pay. That meant paperwork: A report had to be dictated, typed up and submitted to her insurer for approval.

So while the woman waited in agony, her doctor dialed a toll-free number.

The instant he hung up a few minutes later, a digitized recording raced through fiber-optic cables on the Pacific Ocean seabed and into a computer server on the 17th floor of a Manila office tower, where medical school graduate Dinah Barrete was working the graveyard shift.

Headphones plugged in, she tapped a pedal to start the doctor’s voice file and began typing. Her transcription of his report was on its way to him via the Internet in 15 minutes, as quickly as if the work had been done just down the hall, but much less expensive.

In a startling illustration of the life-or-death decisions involving low-paid workers thousands of miles away, Americans’ most personal details move 24 hours a day as U.S. health-care providers outsource billions of lines of transcription work each year to Asia in a bid to cut the cost of medical bureaucracy.

From dictated summaries of checkups to complete recordings of surgeons’ conversations in operating theaters, foreign workers are transforming the digital audio files into the documents that tell Americans’ medical histories.

Most of the work is done for 10 to 15 cents a line in less than 24 hours. Audio files dispatched across the Internet are transcribed and the text is fired back to the U.S. to meet government demands for a shift to electronic medical records.

Before broadband connections made it easy to outsource office work, Americans typed out medical records.

Now thousands of low-paid workers in countries such as India, the Philippines and Pakistan work in offices that never close. Tapping feverishly at keyboards, Asian transcriptionists often strain to understand what American doctors have dictated through phone lines or into digital recorders.

Other typists work under similar pressure to transfer decades-old medical documents into computer files.

Outsourcing isn’t expected to harm job prospects for American transcriptionists because there is so much work to be done, said a report by the U.S. Bureau of Labor Statistics. About 101,000 Americans were employed as medical transcriptionists in 2002, according to the bureau.

Above article published on http://www.chicagotribune.com/news/nationworld/chi-medical-recordsapr21,0,1137569.story?track=rss