Medical transcription outsourcing: Innovative and informative services

Medical transcription has evolved from the initial stages from just being a scribe service that records the patient-healthcare professional encounter into a service that provides information on the timely basis to not only healthcare professionals and the support staff, but also the billing department. Medical transcription has evolved into its’ current state through constant innovation. Innovation in medical transcription has been in the form of process, technology and even the method of delivering the services.

Medical transcription: Innovations

1.     Remote services: Due to the advent of the digital era, it is no longer imperative that the medical transcriptionist should be in the same room as the healthcare professional. In fact medical transcription service providers could be in remote location and still serve the needs of the healthcare professionals effectively.  And due to innovative technology used by the service provider, the security of confidential patient information and turnaround time is also ensured.

2.     Flexible modes of information collection: The innovations in technology has not only made it possible for service providers in remote areas to serve healthcare professionals, but also made it possible for healthcare professionals to dictate using flexible and familiar modes of dictation. This enables healthcare professionals to make the best use of the limited time available to them

3.     Specialty training: One of the main concerns of healthcare facilities is that the accuracy of the information captured in the patient records may be compromised due to lack of skilled medical transcriptionists. One of the innovations that have helped in this area is training medical transcriptionists in one or two specialties. This ensures that well-trained and skilled medical transcriptionists are available to provide accurate and timely skills when new specialties are added to the healthcare facilities.

4.     Added benefits like remote printing and faxing: Innovations in technology used for medical transcription have always been slanted to provide maximum benefits to healthcare professionals and healthcare facilities. One such feature is remote printing/faxing of finished transcripts. This means that in a situation where information is required urgently, the healthcare professional can receive documents at locations specified by them at the touch of a button.

5.     Archives: Healthcare professionals and support staff spend a lot of time on searching and tracking of transcripts in various stages of transcription. One of the innovations in this area provided by outsourcing medical transcription is that of archive systems that make it very easy to search and retrieve information as needed.

6.     Automated process for delivery of transcripts:  One of the main innovations that have come out of outsourced medical transcription services is that of automating the whole medical transcription process. This has enabled the automatic, speedy and secure delivery of finished transcripts 

Outsourced medical transcription has gone beyond just being a service of creating patient documents to a service that anticipates the needs of healthcare professionals and healthcare facilities and is constantly updating and innovating its processes to provide value-added services. Medical transcription is also vital to the process of healthcare by providing information regarding the patient’s medical history to healthcare professionals enabling them to make informed decisions. Medical transcription also provides the base information for coding and billing leading to quicker receivables cycle, helping in commercial areas of healthcare.

Outsourced medical transcription provides accurate, faster, safer, informative and cost effective services through constant innovation.

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 innovative medical transcription services from TransDyne, click here.

Medical transcription outsourcing: Know the service provider

Medical transcription is the process of creating records of the patient-healthcare professional encounter. Medical transcription aids healthcare professionals by providing access to relevant information about the patient’s health history. Having detailed patient records aids the healthcare professionals provide quality healthcare without having to rely on repetitive inputs from patients, handwritten notes or relying on their memory. Patient records help healthcare facilities in starting the coding and billing process leading to claims. It can be said that medical transcription is vital for both patient care as well as to ensure efficient fund flow management.

Outsourcing medical transcription has been found to be an effective solution for the documentation needs of healthcare facilities. Outsourcing medical transcription enables creation of patient records in a timely, accurate, secure and cost effective manner. By outsourcing medical transcription, the healthcare facility is essential gaining a long-term partner.

Considering that medical transcription is an important link in the chain leading to quality healthcare, it is very important to choose the right service provider. Given below are some of the details that play an important part in choosing the right medical transcription service provider:

• Experience:

How long has the service provider been in the business of providing outsourced medical transcription service?

While outsourcing medical transcription it is important to source a service provider who has experience in the medical transcription business. Outsourcing to a fly-by-night operator can, not only be very costly but could also be dangerous.

• Versatility:

Does the service provider have experience servicing healthcare facilities of all types?

While outsourcing it is important not only to ascertain how long the medical transcription service provider has been in business, but also whether the service provider has experience in serving the varied needs of healthcare facilities of all types

• Check references:

Can the service provider provide testimonials?

While outsourcing it is important to check the experience of the service provider in providing similar services, by verifying the testimonials of customers who have already availed similar services.

• Commitment to quality

What are the measures used by the service provider to ensure accuracy?

Accuracy of information captured in the patient record is vital as it affects both the quality of healthcare as well as reimbursements. It is important to assess the service provider on the basis of their training methods and quality checks in place to gauge their ability to provide quality medical transcription.

• Confidentiality:

What are the measures used by the service provider to protect patient data?

One of the major concerns while outsourcing medical transcription is the security of confidential patient data. It is important to ensure that the service provider is not just using standard FTP and Email for transferring data, as this does not support encryption. It is important to assess whether the service provider has inbuilt security measures to secure technology. The security measures used by the service provider to secure processes and people also needs to be assessed.

• Prompt Services:

What is turnaround time guaranteed by the service provider?

Turnaround time of finished transcripts is another important factor to be assessed while outsourcing medical transcription. This can be evaluated based on the availability of the right team (well trained medical transcriptionists) and the right processes with the service provider.

• Pricing and Pricing methods

What is pricing method used by the service provider?

Lowered cost of transcription is one of the main benefits healthcare facilities hope to gain from the outsourcing process. It is important to not only get a quote from the service provider for medical transcription services, it is equally important to find out the components of pricing and the billing method used by the service provider.

• Technology:

What is the technology used by the service provider?

The technology used by the service provider plays an important part in security, easy to use features and other benefits like interface with EMR, remote printing & faxing, archive facilities etc.

• Sample of services:

Does the service provider offer a free trial?

A free trial of services provided by the medical transcription service provider gives the healthcare facility an opportunity to assess whether the service provider can deliver services as promised.

TransDyne, a leader in the outsourced medical transcription industry has been providing outsourced medical transcription services for over a decade with the following benefits:

• Medical transcription with an accuracy of above 99% using a team of well trained specialty medical transcriptionists and having a stringent four-level quality check method
• Meets turnaround time requirements of healthcare facilities using the right people, right processes and the right technology
• Uses the character line method of billing, which is explained to the customers in advance, so that all the components of cost are understood
• Has security measures to protect confidential information that not only meet HIPAA/HITECH standards, but exceed them
• Uses technology that is not only advanced but easy to use
• Has been providing outsourced medical transcription solutions for over a decade and has the testimonials of satisfied customers
• Has multiple channels of interaction for customer service to ensure quick resolution of any issues
• Offers free trial of services for a limited period. 

To avail outsourced medical transcription services from TransDyne, click here

Medical transcription outsourcing: Need for Secure services

Medical transcription outsourcing: Need for Secure services

Medical transcription is the process of documenting the patient-healthcare professional encounter in detail. Patient records are an important component of healthcare. Patient records play an important role in the following:

• Record of symptoms, diagnoses and treatment
• Record of pre-existing health conditions
• Record of Allergies and current medication
• Progress of treatment]
• Basis for referrals
• Statutory requirement
• Evidence in case of litigation
• Basis for coding and billing 

Outsourcing medical transcription has been found to be one of the most efficient, effective and economic methods for creating patient records. Time and again emphasis has been placed on the importance of ensuring security of confidential patient information. And the outsourced medical transcription service provider has an enormous responsibility in protecting patient information, as medical transcription is the process of creating these records. The process of medical transcription also involves transmission of this information back and forth during the transcription process this adds to the need for stringent security measures.

HIPAA (Health Insurance Portability and Accountability Act) was established to protect confidential patient information. More recently HITECH has come into force and has expanded the concerns of HIPAA and enhanced the powers of HIPAA to enforce measures and standards for protection of confidential patient information.

Why is security of confidential patient information, an important component of medical transcription?

The root of protecting patient information arises from the sacrosanct patient-healthcare professional relationship. A patient-healthcare professional relationship is central to the practice of medicine and is essential for the delivery of high-quality healthcare. The quality of patient-healthcare professional relationship is important to both parties. The better the relationship in terms of mutual respect, knowledge, trust, shared values and perspective about diseases & life, the better the amount of information, enhancing accuracy of diagnosis and quality of care.

In fact the confidentiality of the information regarding the patient as provided to the healthcare professional/healthcare facility is one of the components of the foundation for the medical code of ethics

As medical transcription is a vital link in the chain for delivering quality healthcare, it is important that the medical transcription service provider understands and acknowledges the need for confidentiality and has measures in place to ensure security. Security of patient records is not only mandatory by law, but also the moral responsibility of the service provider.

What are measures to be taken by the medical transcription service provider to protect confidential patient information?

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.

TransDyne, a leader in the outsourcing medical transcription industry understands the need for maintaining confidentiality of patient information and has measures in place to ensure HIPAA / HITECH compliance.

How does TransDyne ensure HIPAA/HITECH 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/HITECH compliance gives them a professional outlook. Having them give a commitment in writing further ensure HIPAA/HITECH compliance. This protects the data in all stages.

TransDyne believes in maintaining security standards that not only meet HIPAA/HITECH standards, but also exceed them.  TransDyne also provides medical transcription services with accuracy levels 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, using technology that provides numerous benefits while still being easy to use!

To avail secure medical transcription services from TransDyne, click here.

Medical transcription outsourcing: Leverage the provider’s experience

Medical transcription is the process of creating patient records by converting audio files dictated by the healthcare professional of the patient-healthcare professional encounter into text format. Medical transcription is an important ingredient of the healthcare process providing inputs for the operational as well as commercial aspects of healthcare.

However medical transcription is a specialized skill that requires the right blend of people skills & expertise, the right equipment and the optimum process to meet the criteria of being accurate, speedy, safe and easy to use.

One easy fix to ensure that patient records are accurately, speedily and safely created, while still containing costs is to outsource medical transcription to an experienced medical transcription service provider. By outsourcing medical transcription to a service provider, healthcare facilities can leverage on the medical transcription service provider’s experience and expertise.

How does outsourcing medical transcription help healthcare facilities leverage on the service provider’s experience and expertise?

To understand how outsourcing helps healthcare facilities leverage on the service provider’ experience and expertise, it is vital to understand what are the components of accurate, timely, safe and cost effective medical transcription.

The components of accurate, timely, safe and cost effective medical transcription are:

People: The quality of medical transcription is dependent on the quality of medical transcriptionists to a large extent. Building up the right team would essentially involve the following activities:

1.     Recruitment: Sourcing and recruiting the right talent

2.     Training: Developing the talent to deliver the best quality work

3.     Allocation of work: Work allocation to medical transcriptionists should be based on the specialties they have been trained on, to ensure optimum accuracy and turnaround time

By outsourcing medical transcription, healthcare facilities essentially have access to the right people without actually having to through the process of sourcing, recruiting, training medical transcriptionists. Healthcare facilities can leverage on the human resource development skills and expertise of the service provider.

Technology: Technology plays a vital role by speeding up the process, securing the data during the transcription process and saving time of the healthcare professionals and support staff. The role of technology in medical transcription includes:

1.     Dictation: Capturing the narration of the healthcare professionals by various means

2.     Uploading: Uploading dictation files for transmission to the service provider

3.     Downloading: Downloading finished transcripts

4.     Distribution: Distribution of patient records to healthcare professionals

5.     Archives: Retrieving old files from the system

6.     Additional benefits: Features like electronic signature, remote printing & faxing, HL7 interface etc

7.     Security: Features like encryption, virus protection, firewalls etc

8.     Speed: To ensure fast turnaround time

Outsourcing medical transcription services allows healthcare facilities to leverage on the software and tools developed by the service provider to avail benefits like speed, safety and ease of use.

Processes: Medical transcription needs to follow a certain process to be quick, accurate, safe and cost effective. The processes involved in medical transcription include:

1.     Quality processes: To attain the desired accuracy levels transcripts have to be checked at several levels like proofreader, editor and quality assurance team.

2.     Security: To protect confidential patient information, the service provider has to have processes in place to ensure total security.

Outsourcing medical transcription enables healthcare facilities to benefit from the processes refined by the service provider through their experience in serving the needs of healthcare facilities

Infrastructure: Medical transcription requires infrastructure like:

1.     Real estate: Space allocated for medical transcription

2.     Transcription equipment:  Computers, servers, foot pedals, headphones and software are required for transcription.

3.     Furniture & utilities: Tables, chairs and utilities like power etc.

Outsourcing medical transcription allows healthcare facilities to avoid investment in non-medical transcription related infrastructure.

It can be concluded that by outsourcing medical transcription, healthcare facilities can leverage on the expertise and experience of the service provider. This helps healthcare facilities in limiting the cost of medical transcription to the cost per line of transcription. Not only this they would also save as much as 40% to 60% on the cost of in-house transcription. To leverage the maximum benefits of outsourcing medical transcription it is important to source the right medical transcription service provider, based on criteria like accuracy, turnaround time, security, cost and technology.

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 medical transcription services from TransDyne, click here.

Medical transcription: The right process for outsourcing

The healthcare process is very specialized and requires the total focus of healthcare professionals, support staff and other associated personnel to be able to delivery quality services. It is important for healthcare facilities to examine all the inputs required for successful delivery of quality healthcare. This enables the healthcare facility administrators to concentrate on the core areas and outsource the rest.

Medical transcription is a vital component required for delivering quality healthcare. However medical transcription is not one of the core competencies of healthcare facilities, hence outsourcing medical transcription increases efficiency and reduces cost. However to maximize the benefits of outsourcing medical transcription, healthcare facilities are required to take a systematic approach to the outsourcing process.

What is the process for outsourcing?

Define the objective/s of outsourcing medical transcription

Lowering costs: One of the main reasons for outsourcing medical transcription is that of lowering costs. Outsourcing medical transcription ensures that the expense of the healthcare facilities towards medical transcription is limited to the cost per line. Outsourcing helps healthcare facilities avoid fixed costs like salaries and benefits to medical transcriptionists etc.

Redirecting or conserving the energy of the key personnel: Medical transcription is a process, which requires skills, time and efforts of personnel from various departments like administrative, management and information technology. Outsourcing medical transcription ensures that these personnel can focus on the core business of the healthcare facility.

Better use of resources like capital, infrastructure, technology etc.: Medical transcription requires capital expenditure on medical transcription equipment, server, furniture etc, and other resources like real estate, infrastructure and technology. Outsourcing medical transcription enables conservation and better utilization of all these resources.

The objective of most healthcare facilities for outsourcing medical transcription could be a combination of the above given objectives.

What are the precautions to be taken while outsourcing medical transcription?

Researching the service provider: Medical transcription is an important link in the healthcare chain, it is important to thoroughly research the service provider to ensure that the service provider can deliver on the promises made. Factors like, the number of years the service provider has been in existence, the experience of the service provider is providing flexible services needs to be ascertained.

Verifying testimonials: It is important to verify the references provided by the medical transcription service provider. Testimonials of customers who have availed similar services proves that the service provider is able to deliver services as promised.

Availing a free trial: It is important to test the fit of the medical transcription service provider by availing a free trial.

Defining parameters of service: While outsourcing medical transcription it is important to set parameters for levels of service expected. Setting standards of performance for factors like accuracy levels, turnaround time expected, security standards, pricing & billing parameters eases the process of evaluation.

Checking for customer service channels: Medical transcription is a service, which is needed on a continuous basis. Therefore it is important to check whether the service provider has open channels of communication. Having open channels of communication leads to quick and efficient resolution of issues as they arise.

Following the above given process, enables healthcare facilities to find the right medical transcription service provider.

TransDyne, a leader in the outsourced medical transcription industry offers medical transcription services with the following benefits:

• Medical transcription with an accuracy of above 99% using a team of well trained specialty medical transcriptionists and having a stringent four-level quality check method
• Meets turnaround time requirements of healthcare facilities using the right people, right processes and the right technology
• Uses the character line method of billing, which is explained to the customers in advance, so that all the components of cost are understood
• Has security measures to protect confidential information that not only meet HIPAA/HITECH standards, but exceed them
• Uses technology that is not only advanced but easy to use
• Has been providing outsourced medical transcription solutions for over a decade and has the testimonials of satisfied customers
• Has multiple channels of interaction for customer service to ensure quick resolution of any issues

To avail outsourced medical transcription services from TransDyne, click here

Medical transcription outsourcing: Providing competent services

There are a few issues faced by most business enterprises today, and these issues are also relevant to the healthcare sector. The issues faced by the healthcare sector can be encapsulated into the following:

• Shrinking margins
• Slowing payments
• The need to constantly upgrade the business to meet new challenges
• The need to cut down costs
• The need to maintain high levels of service
• Increasing competition leading to pricing issues 

Faced with issues like this it is important for healthcare facilities to look at their business critically and ask themselves the following questions:

What is our core competency?

The answer to this question is that the core competency of the healthcare facility lies in providing quality healthcare.

What are support functions for the healthcare process?

There are numerous support functions that contribute to making the healthcare process effective. One of the vital contributors to the process of healthcare is information in the form of patient records. Patient records provide valuable inputs regarding the patient’s past health issues, the treatments given, the results of tests, medications prescribed, allergy information, existing health conditions, procedures/therapies provided etc,

                                                                                   

What is the cost of executing these activities in-house?

Executing medical transcription in-house has direct as well as indirect costs that add to the cost per line of transcription

Is it better to outsource these functions?

As medical transcription is not part of the core competency of the healthcare facility it is better to outsource medical transcription to make it efficient and economical.

What are risks of outsourcing these activities?

There are some risks while outsourcing medical transcription, like poor quality transcripts, delays in turnaround time and the risk of lax security during the medical transcription process.

What are precautions to be taken while outsourcing?

As there are few risks that are inherent to the outsourcing process, it is important to be cautious while outsourcing. The medical transcription service provider needs to be carefully assessed on the basis of criteria like accuracy, turnaround time, pricing, security and the technology used by the medical transcription service provider. Over and above all these criteria it is also important to verify the testimonials of the customers of the service provider, availing a free trial to ensure the right fit.

What is the cost of outsourcing?

One of the main advantages of outsourcing is the enormous cost saving benefits. It is important to ensure that the billing methodology used by the medical transcription service provider is verifiable, definable, measurable, consistent, fair and honest. It is also important to ensure that there are no hidden costs to ensure that the cost of medical transcription is restricted to the cost per line of transcription.

Medical transcription can be made efficient and economical by outsourcing to a competent medical transcription service provider.

TransDyne, a leader in the outsourced medical transcription industry offers competent medical transcription outsourcing solutions to suit varying need of different of different kinds of healthcare facilities. TransDyne has teams of medical transcriptionists who are trained in different specialties, making them domain experts. This ensures that TransDyne can cope with medical transcription for any specialty with an accuracy level of above 99%. TransDyne offers a turnaround time of 24 hours with an option of a turnaround time of 4-12 hours for STAT files. Timely medical transcription helps quicken the receivables cycle. TransDyne offers reasonably priced medical transcription services using the right people, process and technology. 

TransDyne has the technical capabilities to integrate with the existing systems of healthcare facilities, requiring very little or no additional investments. TransDyne offers medical transcription for weekends and holidays, and has people and systems in place to cope up with varying volumes of transcription. TransDyne has software and tools that offer additional features like archiving, remote printing & faxing among other benefits. TransDyne ensures security of confidential patient information, by securing people processes, infrastructure and technology

To avail competent medical transcription solutions TransDyne, click here

Medical transcription: Questions to be asked before outsourcing

The healthcare process is a complex one, depending on many inputs, one of which is information from patient records. And medical transcription is the process of creating patient records from the audio inputs provided by healthcare professionals of the patient-healthcare professional encounter into text format. Since medical transcription is not part of the core business of healthcare facilities and requires considerable expenses, expertise and investment, outsourcing has proven to be an economical, effective and efficient solution. However outsourcing something as vital as medical transcription needs to be done with caution.

The process of outsourcing medical transcription raises many doubts in the minds of healthcare professionals, healthcare facilities administrative staff and the healthcare facility support staff.

Some of the frequently asked questions, while outsourcing medical transcription are:

1. How does the medical transcription company ensure accuracy?

Accuracy of the transcripts is probably one of the main concerns while outsourcing medical transcription, as this affects quality of care given to patients and the billing procedures. 

2. How does the medical transcription company measure quality?

The standards set by the medical transcription service provider to measure quality ensure that everyone understands the components of quality ensuring consistent quality at all levels.

3. What is the turnaround time and how does the service provider meet turnaround time requirements?

Healthcare professionals need accurate and timely information from patient records to be able to provide quality healthcare. It is important to ensure that the medical transcription service provider can deliver quality transcripts on time. To do this the service provider has to have the right team, the right technology and the right processes.

4. What is the method of pricing and how are the bills reconciled?

One of the main objectives of outsourcing medical transcription is to enjoy the enormous cost saving benefits. However while outsourcing it is important to understand how the medical transcription service provider calculates cost and whether the service provider is willing to explain bills for services in detail.

5. What are security measures to protect confidential patient information?

The process of medical transcription involves working with and transmission of confidential patient information. It is important to find out whether the service provider understands the importance of protecting patient information and has measures in place to ensure this.

6. Do they have a medical transcription platform that supports easy usage?

Advances in technology have aided medical transcription, to the extent that it is no longer necessary for healthcare professionals and service providers to be in the same room to provide effective services. The medical transcription software platform used by the service provider not only provides benefits like speed and security but also adds value to the working life of healthcare professionals and support staff by having additional features like flexible modes of dictation, archives, remote faxing & printing among many other benefits.

7. What is the experience of the medical transcription service provider in providing similar services?

It is important to assess whether the medical transcription service provider has experience in providing complete medical transcription solutions to all sorts of healthcare facilities. This can be verified by referring to testimonials of satisfied customers.

8. What are the channels available for customer interaction?

Medical transcription is a service, which requires immediate resolution of queries/ doubts/clarifications as they arise. For this to happen the medical transcription service provider should have open channel of communication and should be available 24/7 to the healthcare facilities.

TransDyne a leader in the outsourced medical transcription industry offers medical transcription services with the following benefits:

• Medical transcription with an accuracy of above 99% using a team of well trained specialty medical transcriptionists and having a stringent four-level quality check method
• Quality guidelines to ensure that everybody is on the same page as regards quality
• Meets turnaround time requirements of healthcare facilities using the right people, right processes and the right technology
• Uses the character line method of billing, which is explained to the customers in advance, so that all the components of cost are understood
• Has security measures to protect confidential information that not only meet HIPAA/HITECH standards, but exceed them
• Uses technology that is not only advanced but easy to use
• Has been providing outsourced medical transcription solutions for over a decade and has the testimonials of satisfied customers
• Has multiple channels of interaction for customer service to ensure quick resolution of any issues . 

To avail outsourced medical transcription service from TransDyne, click here