MEDICAL TRANSCRIPTION: Dictation tips

Make the transcriptionist more efficient

The process of medical transcription starts with the medical transcriptionist listening to the audio files as narrated by the healthcare professionals. It is important for medical records to be created with maximum accuracy and returned within a reasonable turnaround time. Healthcare professionals can help make the process of medical transcription more efficient with a few changes in their dictation style. This could improve accuracy and turnaround time of transcripts enormously!

As a healthcare professional life is all about juggling their time schedules and getting maximum done in minimum time. Proof reading the returned transcripts is one task that they wish they could avoid. By following a few simple tips given by us they can avoid it! It is actually very simple and will not take any extra time.

All they need to do is organize and prepare themselves so that they can dictate better and improve the quality of transcripts returned to them. Here are some simple tips to improve the quality of dictation thereby the quality of returned transcripts:

• Allotting some time every day for dictation: Dictating notes of patient visits is a very important task, time needs to be scheduled for this so that these can be completed on time without any backlogs

• Collecting all papers before starting: Now that time has been allotted to do this task, it is also important that all relevant papers/documents are available easily for any reference

• Knowing the recording equipment: Familiarity with how the equipment works will make the process speedy. Taking time to familiarize themselves with the equipment to be used can help the healthcare professional to dictate better

• Choosing a quiet place: It is important that the quality of the healthcare professional’s recording is not distorted by any unnecessary noises. A place with least or no amount of noise would be preferable

• Pausing before starting and ending dictation: A few seconds pause before starting and ending your dictation can prevent the words from sounding clipped

• Making sure there are no distractions: The time allotted by the healthcare professional for dictation should be without any outside distractions as this would distort the dictation quality and increase the time spent on it

• Not being self-conscious: Being self-conscious while dictating will make the dictation process awkward and the words will come out garbled and unclear. Taking a deep breath, relaxing and then dictating should help

• Developing a rhythm that is neither slow nor too fast: While dictating following a rhythm that is not too slow, will stop the transcriptionists’ mind from wandering, and not going too fast will help decrease errors in the transcript. Maintaining a clear and steady pace is advised

• Pressing the pause button while taking breaks: Pressing the pause button while taking breaks will prevent the transcriptionist from hearing long blanks in the dictation

• Making sure to spell out difficult names etc: Spelling out difficult and unique names and terms will improve the accuracy and quality of transcription

• Trying not to eat or drink while dictating: Eating or drinking during dictation will distort the quality of sound and the words will be garbled, making transcription slow, difficult and inaccurate

• Enunciating words clearly: Difficult medical terminology, procedures, names of drugs needs to be enunciated clearly for accuracy. Sometimes spelling them out also helps

• Rewinding and listening: Rewinding and listening to the dictation will clarify the areas in which improvements are needed. It will also give the healthcare professional an idea of what the transcriptionist goes through while transcribing the dictation

• Using mike properly: Knowing the equipment and using the mike at the optimum distance specified in the equipment manual will improve quality of dictation and eliminate voice distortion

• Indicating the start and end of the dictation: Indicating the start and end of the report can make transcription easier

• Specifying required format at the beginning of the dictation: Any specific formatting required by the healthcare professional should be indicated at the beginning of the dictation to enable the medical transcriptionist to make note of it and act on it

• Including punctuation: Specifying punctuation while dictating can make the work of the transcriptionist easier and there is less scope for guesswork on their part

• Standardizing dictation terms: Standardize certain reports that are needed to be transcribed and informing the transcriptionist at the beginning can help the transcriptionist use standard terms as required by the healthcare professional

Following these simple dictation tips can help healthcare professionals get better service with accurate and timely transcripts at a fair price.

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