Medical transcription outsourcing: Offering solutions for adopting EMR/ EHR

As healthcare facilities and healthcare professionals have started the process of adopting EMR/ EHR it has become obvious that for the goals of the adoption of this technology, like improved patient care and decreased healthcare costs to be attained there needs to be more support.  Quality of information and management of this information needs to be more streamlined. One of the services that aid in this process is medical transcription. Medical transcription, the process of creating patient medical records from the dictation of healthcare professionals is a service that has been supporting healthcare professionals and healthcare facilities improve the quality of healthcare documentation, control costs and improve patient safety especially when outsourced.

Outsourced medical transcription services not only provide healthcare documentation support they also offer options to healthcare facilities and healthcare professionals for easier adoption of EMR/ EHR, which include:

Structured dictation: This method of dictation necessitates healthcare professionals to follow a structure pattern of dictation. This allows the medical transcription companies to create reports with all the relevant data in a certain format while still retaining the entire patient story.

Structured transcription: This method focuses on standardizing the report format based on various aspects of the specialty and other factors. Medical transcription companies provide structured transcription by training their medical transcriptionists in one or two specialties making them domain experts. Structured transcription also enables easier adoption of EMR/ EHR using HL7 interface while retaining the option to retain dictation as a mode of data collection.

Discrete reportable transcription: Discrete reportable transcription can be defined as a unique approach to adoption of EMR/ EHR, which continues to use the traditional method of transcription to create transcripts while instantly populating the EMR/ EHR with discrete data elements. Under this method once the healthcare professional has finished dictating his/her notes, transcripts are created through the usual transcription process using expert medical transcriptionists who ensure accuracy and speed.  After transcription, the transcription software automatically tags the discrete data within the document, such as lab values and medications into the appropriate fields in the EMR/ EHR, using XML coding.

Back end speech recognition software: Outsourced medical transcription service providers aid in the process of speech recognition software transcription by providing editing and proof reading services for the transcripts produced by speech recognition software to bring the accuracy levels to acceptable and usable levels. This enables the healthcare professionals to concentrate on their core activity of providing care.

It can be concluded that provide structured support for transcription needs that not only meet the changing needs of the current scenario but also help healthcare professionals and healthcare facilities save on cost.

TransDyne, a leader in the outsourced medical transcription industry has used their extensive background in information technology and their experience in serving the needs of the healthcare sector to provide affordable and integrated medical transcription solutions.

Among the software and tools offered by TransDyne for transcription, the smart delivery system has a large role to play in easing the path to EMR/EHR adoption The Smart Delivery system, which has features like User defined folder paths to enable easy imports to EMR systems is the suggested mode of document delivery where pre-defined file saving would help import documents to EMR systems.  Apart from this TransDyne also offers discounted rates for those healthcare facilities that provide demographic data entered in the EMR rather than through other modes.

Along with medical transcription services involving multiple level quality checks to ensure accuracy, the use of the right technology for ease of use, turnaround time and security, at reasonable rates, TransDyne also provides discrete reportable transcription for adoption of EMR/ EHR 

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

Medical transcription outsourcing: Reduce cost of medical transcription by 40%!

Documenting the care process has always been vital for healthcare services both in terms of the actual care process and for other purposes like administrative, receivables management and risk management. However medical transcription is one of the methods of documenting the care process that is convenient, accurate and provides services with integrity. As in-house medical transcription can prove to be a time consuming and expensive service it is important to look for options that help reduce cost of transcription while meeting all the quality criteria for healthcare documentation. Outsourcing transcription to a professional medical transcription company has proven to be a prudent option to meet all these criteria.

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.

Outsourcing medical transcription to a professional medical transcription company can help reduce transcription costs dramatically.

TransDyne, a leader in the outsourced medical transcription industry has used their extensive background in information technology and their experience in serving the needs of the healthcare sector to provide affordable and integrated medical transcription solutions. TransDyne offers competitive prices as low as 10 cents per 65-character line resulting in savings ranging from 20% to 50%.

Among the software and tools offered by TransDyne for transcription, the smart delivery system has a large role to play in easing the path to EMR/EHR adoption The Smart Delivery system, which has features like User defined folder paths to enable easy imports to EMR systems is the suggested mode of document delivery where pre-defined file saving would help import documents to EMR systems.  Apart from this TransDyne also offers discounted rates for those healthcare facilities that provide demographic data entered in the EMR rather than through other modes.

Along with medical transcription services involving multiple level quality checks to ensure accuracy, the use of the right technology for ease of use, turnaround time and security, at reasonable rates, TransDyne also provides discrete reportable transcription for adoption of EMR/ EHR 

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

Here is an easy way to outsource medical transcription with least risk

As the deadline for the adoption of EMR/ EHR, healthcare facilities and healthcare professionals are looking for ways to meet the deadline for meaningful use while still retaining the option for complete and narrative documentation. Medical transcription is one service that can help in the adoption of EMR/ EHR while fulfilling the goal of complete documentation. Medical transcription, especially when outsourced has the benefit of retaining the narrative portion of the patient medical record using various methods like backend speech recognition software, structured transcription, structured dictation, discrete reportable transcription and HL7 interface.

However outsourcing medical transcription has some inherent risks like quality issues, security concerns and poor customization.

Here is an easy way to outsource medical transcription with the least amount of risk:

Check for experience: It is important to check for the experience of the medical transcription company in terms of their ability to serve the needs of various healthcare facilities.  This ensures that the process of transition to outsourced services becomes easier in terms of the ability to deliver quality on time at reasonable costs.

Check for training practices: The training practices of the medical transcription company indicate their expertise in developing the right skill in medical transcriptionists to ensure that they have the ability to provide expert services for all specialties.

Check for technology: Technology has an important role to play in the delivery of quality services with maximum benefits while maintaining security. To minimize the risks of outsourcing medical transcription it is important to evaluate the technological capabilities of the medical transcription company from the dictation level to the document delivery level to ensure that the productivity of healthcare professionals is unhindered.

Check for references: It is important to talk to the existing customers of the medical transcription company to evaluate whether the medical transcription company can deliver quality services as promised. This one of the vital factors to be checked to minimize the risk of outsourcing.

Check for flexibility of services and willingness to customize: Apart from checking all the above important points it is also important to check whether the medical transcription company can deliver flexible services like editing & proofreading services for backend speech recognition software, structured transcription, structured dictation, discrete reportable transcription and HL7 interface etc as per the preference of the healthcare professional/ healthcare facility

A thorough analysis of the above given points will not only minimize the risk of outsourcing medical transcription, it will also ensure that the transition to outsourcing transcription services is seamless. Moreover undergoing a thorough process of evaluation will also ensure that all the expected outcomes from the outsourcing decision like savings on cost, streamlining transcription flow, flexible options for adopting EMR/ EHR etc will be met with.

TransDyne, a leader in the outsourced medical transcription industry has used their extensive background in information technology and their experience in serving the needs of the healthcare sector to provide affordable and integrated medical transcription solutions.

Among the software and tools offered by TransDyne for transcription, the smart delivery system has a large role to play in easing the path to EMR/EHR adoption The Smart Delivery system, which has features like User defined folder paths to enable easy imports to EMR systems is the suggested mode of document delivery where pre-defined file saving would help import documents to EMR systems.  Apart from this TransDyne also offers discounted rates for those healthcare facilities that provide demographic data entered in the EMR rather than through other modes.

Along with medical transcription services involving multiple level quality checks to ensure accuracy, the use of the right technology for ease of use, turnaround time and security, at reasonable rates, TransDyne also provides discrete reportable transcription for adoption of EMR/ EHR.

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

Some facts about how medical transcription aids in EMR/ EHR adoption

The recent mandate for adoption of EMR/ EHR has had healthcare facilities and healthcare professionals looking for easy and cost effective means of adopting EMR/ EHR and achieving meaningful use.  To this end various technologies have been introduced, which have provided healthcare professionals with various options like the direct entry into the EMR/ EHR using point and click templates or the use of front-end speech recognition software to populate the EMR/ EHR with data.

In spite of advantages like speed and immediacy of documentation, these methods could hinder the actual care process. Documenting the care process using these methods takes away the focus of the healthcare professionals from the patients on to the computer monitor and the quality of documentation does not capture all the nuances of the diagnostic process.

Medical transcription, the process of converting dictation of the healthcare professionals regarding the patient encounter into text format, has been a service that has been aiding healthcare professionals and healthcare facilities document the care process in its entirety. As a service that has evolved to meet the evolving needs of the healthcare sector, medical transcription is in a unique position to aid in the process of adopting EMR/ EHR. Apart from their vast experience, the medical transcription sector also has vast resources in the form of expertise in developing the right processes for quality and security, skilled medical transcriptionists who can deliver quality transcription on time and technology that can ease the entire process for healthcare professionals without compromising on cost and security.

Given the unique experience and expertise of the medical transcription sector, medical transcription services can aid in the process for adoption of EMR/ EHR by providing services that include:

Structured dictation: Structured dictation is a unique form of dictation where the healthcare professional is taken through a pattern of dictating using an interactive voice menu, which prompts healthcare professionals to dictate in a particular manner. This ensures that the report is transcribed in the manner required ensuring capture of information that is complete, precise, standard, accurate and easy to share. This ensures that the data can be parsed into the EMR/ EHR

Structured transcription: Structured transcription ensures that the process of transcription follows a standardized pattern so that the discrete data elements from the patient medical record can easily be parsed onto the right fields in the EMR/ EHR. The use of HL7 interface for adopting EMR/ EHR has ensured that transcription can be retained for accuracy without hindering the interaction of healthcare professionals with patients.

Discrete reportable transcription: Discrete reportable transcription can be defined as a unique approach to adoption of EMR/ EHR, which continues to use the traditional method of transcription to create transcripts while instantly populating the EMR/ EHR with discrete data elements. Under this method once the healthcare professional has finished dictating his/her notes, transcripts are created through the usual transcription process using expert medical transcriptionists who ensure accuracy and speed.  After transcription, the transcription software automatically tags the discrete data within the document, such as lab values and medications into the appropriate fields in the EMR/ EHR, using XML coding.

Editing for speech recognition software: The use of backend speech recognition software for adopting EMR/ EHR has the advantage of quality editing and proofreading by medical transcriptionists to ensure accuracy. Medical transcription companies provide this service to ensure that qualified medical transcriptionists validate the draft produced by the software from the dictation of healthcare professionals in terms of accuracy and quality of information.

It can be concluded that outsourcing medical transcription to a professional medical transcription company can aid in easy adoption of EMR/ EHR with benefits like better interaction between healthcare professionals & patients, reasonable costs, quality information, turnaround time and security

TransDyne, a leader in the outsourced medical transcription industry has used their extensive background in information technology and their experience in serving the needs of the healthcare sector to provide affordable and integrated medical transcription solutions.

Among the software and tools offered by TransDyne for transcription, the smart delivery system has a large role to play in easing the path to EMR/EHR adoption The Smart Delivery system, which has features like User defined folder paths to enable easy imports to EMR systems is the suggested mode of document delivery where pre-defined file saving would help import documents to EMR systems.  Apart from this TransDyne also offers discounted rates for those healthcare facilities that provide demographic data entered in the EMR rather than through other modes.

Along with medical transcription services involving multiple level quality checks to ensure accuracy, the use of the right technology for ease of use, turnaround time and security, at reasonable rates, TransDyne also provides discrete reportable transcription for adoption of EMR/ EHR 

To avail complete medical transcription services from TransDyne, click here

The secret to transitioning to outsourced medical transcription services seamlessly

Healthcare facilities and healthcare professionals have always had to manage varied demands on their limited time and resources to provide quality services while still maintaining a healthy bottom line. The current deadline for adopting EMR/ EHR has added a new dimension to the pressures experienced by the healthcare sector.  However the medical transcription sector is one resource that healthcare professionals and healthcare facilities can draw on for support in this transition to EMR/ EHR.

Medical transcription services have always anticipated and served the healthcare documentation needs of the healthcare sector and can continue to play a vital role in this transition to EMR/ EHR. However as professional medical transcription services require expert inputs in terms of the right blend of people, processes and technology, outsourcing medical transcription is a prudent option. However transitioning to outsourced medical transcription services can mean an arduous process of selecting and an initial difficult transition period.

However the process of transitioning to outsourced medical transcription services can be made seamless by following the steps given below:

Analysis: The first step for transitioning to outsourced medical transcription services is a thorough analysis of where the healthcare facility stands right now and the future goals. A simple analysis could involve the following:

• No of healthcare professionals in the healthcare facility
• Specialties of the healthcare professionals
• Current transcription mode
• Dictation modes used currently
• Plans for adopting EMR/ EHR
• Interactions with other healthcare professionals for referrals etc
• Use of speech recognition software
• Volume of transcription required
• Special transcription needs
• Volume of transcription on weekends and holidays
• Current cost of transcription

A thorough analysis of the current situation would really throw light on the status quo and enable proper planning for future needs

Listing expected outcomes: This stage of the process is vital in formalizing the expectations of the healthcare facility/ healthcare professionals from the move to outsourced services. This step is vital to ensure proper selection and evaluation of the right medical transcription company as an outsourced partner.

The list of expected outcomes could include:

• Turnaround time options
• Choice of dictation modes
• Acceptable accuracy levels
• Report formats/ templates
• HIPAA and HITECH compliance
• Document delivery modes
• Reasonable pricing
• Editing and proofreading services for speech recognition software transcripts
• Options that enable adoption of EMR/ EHR like structured dictation, structured transcription, discrete reportable transcription etc
• HL7 interface
• 24/7 support

Selection: The process for selecting a medical transcription company that provides the best fit for needs of the healthcare facility/ healthcare professionals include the following:

• Evaluating the training process: This is an indication of the caliber of the medical transcriptionists, who will be undertaking the actual transcription process. Rigorously trained medical transcriptionists would ensure quality transcription
• Process for quality: The process adopted by the medical transcription company for ensuring accuracy of the transcripts needs to evaluated to ensure that the medical transcription company has the capacity to delver accurate transcription as promised
• Technology: Evaluation of the technology used by the medical transcription company needs to be in terms of the benefits provided, the ease of use and the ability to ensure HIPAA & HITECH compliance. Technology support also needs to be evaluated in terms of ability to support adoption of EMR/ EHR.
• Pricing: The price quoted by the medical transcription company needs to be evaluated to ensure that the billing method is verifiable, measurable, definable, consistent fair and honest to ensure savings on cost. Care needs to be taken to ensure that there are no hidden costs.

Trial: Apart from a careful evaluation of the capabilities of the medical transcription company it is important to test the ability of the medical transcription company to deliver services as promised by availing a free trial

Contract and outsourcing: Once the process of evaluation, selection and free trial is over it is important to evaluate the contract and start the actual process of outsourcing to ensure smooth and seamless transition.

It can be concluded that the secret to ensure smooth transition to outsourced services is to take on a systematic approach that enables proper selection of the right medical transcription company.

TransDyne, a leader in the outsourced medical transcription industry has used their extensive background in information technology and their experience in serving the needs of the healthcare sector to provide affordable and integrated medical transcription solutions.

Among the software and tools offered by TransDyne for transcription, the smart delivery system has a large role to play in easing the path to EMR/EHR adoption The Smart Delivery system, which has features like User defined folder paths to enable easy imports to EMR systems is the suggested mode of document delivery where pre-defined file saving would help import documents to EMR systems.  Apart from this TransDyne also offers discounted rates for those healthcare facilities that provide demographic data entered in the EMR rather than through other modes.

Along with medical transcription services involving multiple level quality checks to ensure accuracy, the use of the right technology for ease of use, turnaround time and security, at reasonable rates, TransDyne also provides discrete reportable transcription for adoption of EMR/ EHR 

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

Six reasons why medical transcription is here to stay

The healthcare documentation scenario is rapidly changing with the fast approaching deadline for adoption of EMR/ EHR and fulfilling the meaningful use criteria. Given this situation, healthcare facilities and healthcare professionals are frantically looking for means to document the patient encounter in a manner that not only helps achieve meaningful use but also takes care of factors such as minimizing loss of healthcare professional productivity, smoother patient interactions, retaining the narrative portion of the patient medical record among various other factors.

Due to the need to adopt EMR/ EHR and the introduction of numerous options for this process there have been some doubts regarding the necessity of medical transcription services; in spite of the fact that the vast experience and the diverse expertise of medical transcription companies cannot be ignored. However the practicalities of adopting EMR/ EHR using other methods has served to emphasize the importance of medical transcriptionists and medical transcription companies in this process.

Given below are the main reasons why medical transcription services are here to stay:

Expertise: One of the main reasons that medical transcription services are here to stay is their expertise in knowing exactly what is needed to make healthcare documentation useable and relevant. Using a combination of skilled personnel and the best processes, medical transcription companies strive to ensure that the healthcare documentation process takes place in an accurate and timely manner with minimum disruption to the healthcare professionals’ workflow.

Experience: The sheer experience of medical transcription companies in having met the diverse documentation needs of the healthcare sector puts them in a position to expertly guide healthcare professionals and healthcare facilities through the process of adopting EMR/ EHR using the right processes and the right technology without compromising on different aspects like security, accuracy and complete information

Correct data: It is a known fact that healthcare professionals are busy professionals and lead a hectic work life. The data entered by them directly on to the EMR/ EHR using various options life point & click templates or front-end speech recognition software may not have the benefit of being checked for accuracy. Moreover this approach to documenting the care process ignores narrative data, which is very important. Transcription services provided by medical transcription companies ensure that not only is the data accurate but also ensure that the narrative portion of the patient encounter is also preserved.

Convenient:  As dictation has remained the preferred choice of healthcare professionals for documenting the care process and medical transcription services cater to this option, it becomes a very convenient option for healthcare professionals. Medical transcription companies not only allow healthcare professionals to retain the mode of dictation preferred by them they also provide editing and proofreading services when healthcare professionals use speech recognition software to document the care process.

Cost effective: Medical transcription services are very cost effective especially when outsourced to a professional medical transcription company as compared to in-house transcription. Outsourcing medical transcription has also proven to be cost effective as compared to the other methods of documenting the care process as they help save on the time of healthcare professionals thus enhancing their productivity.

Flexible: Over and above all these advantages, medical transcription companies also aid in the adoption for EMR/ EHR by providing numerous options that include:

• Editing and proofreading services for speech recognition software
• HL7 interface
• Structured dictation
• Structured transcription
• Discrete reportable transcription

It can be concluded that the experience and expertise of medical transcription companies are useful resources for current and future healthcare documentation needs, in spite of the changing healthcare documentation horizon.

TransDyne, a leader in the outsourced medical transcription industry has used their extensive background in information technology and their experience in serving the needs of the healthcare sector to provide affordable and integrated medical transcription solutions.

Among the software and tools offered by TransDyne for transcription, the smart delivery system has a large role to play in easing the path to EMR/EHR adoption The Smart Delivery system, which has features like User defined folder paths to enable easy imports to EMR systems is the suggested mode of document delivery where pre-defined file saving would help import documents to EMR systems.  Apart from this TransDyne also offers discounted rates for those healthcare facilities that provide demographic data entered in the EMR rather than through other modes.

Along with medical transcription services involving multiple level quality checks to ensure accuracy, the use of the right technology for ease of use, turnaround time and security, at reasonable rates, TransDyne also provides discrete reportable transcription for adoption of EMR/ EHR 

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