How To Get Your Dictation/Transcription Needs Met

The process of dictation and transcription has become quite advanced in the past few years. Gone are the days of the quickly scribbled, often cryptic note in the patient's chart. Now there are so many compliance issues that it's sometimes tricky just to keep up. There are, luckily, a variety of ways to get your transcription done fairly painlessly.

- You can talk into a microphone and send the tape to a transcriber. You can use micro or standard cassettes.

- You can dial a phone number, give your I.D. number, dictate into the phone, and the transcriber at the other end will access your dictation, transcribe, and send back to you.

And there are the technological methods:

- Drop your file at a pre-specified ftp site, and the transcriber will download it, transcribe it, and send it back to you as a Word document.

- Send the file as an email attachment; transcriber will open, download, transcribe, and return.

- Voice recognition: After installing the software, your computer recognizes your voice patterns, and you simply talk while sitting in front of your computer. With some voice recognition programs, you have the advantage of immediacy; if you're sitting in front of the computer and dictating, then your report is printed out immediately and you can sign off. The disadvantage is that you need to sit in front of the computer; unless you're using a laptop, this can be limiting. Blind dictation is more portable; you dictate from anywhere into a recorder. Then the data is downloaded to a computer that has your voice-recognition software installed. Recently, a server-side recognition style has been introduced. You call in to dictate; the advantages are that you are not limited to using a single computer, you are free to dictate anywhere without having to download digital dictation files, and you don't have to worry about returning memory chips.

The disadvantages to voice recognition technology include:

-With the advanced models, you have to wait a day or two until the report is generated and sent to you to sign off. If there are errors, this will take even more time to edit.

- Voice recognition demands a lot more of your time. Instead of spending a minute or so dictating into a phone or a recorder, you are stuck in front of a computer and correcting misrecognized words.

- You are limited to using the particular computer that has your voice profile on it.

- If you aren't doing the downloading and editing yourself, then you also have to add the cost of hiring an assistant.

You can get a general-purpose voice-recognition package for around $100 from your local microcomputer store; work with it for a week. It may be just what you need, or it may just add to your stress and frustration.

Outsourcing Cost Considerations

The cost of hiring the work out varies. There are factors involved that can sometimes be confusing. For instance, consider that there is a big difference between audio hour and transcription hour. The industry standard is anywhere from 1:3 to 1:6; this means it can take from 3-6 hours to type one hour of spoken dictation. The variables that need to be considered are:

Ø The quality of the recording
Ø The amount of background noise
Ø The speed, accent, and clarity of the speaker?s voice
Ø The transcriptionist?s familiarity with the terminology being used
Ø The number of speakers/audio format

Another factor to consider is the method the transcriptionist uses to charge. Some transcriptionists charge by the transcription hour, and some by the audio hour. The cost to you is not that much different, whichever method is used. But keep in mind that if you are being charged by the audio hour, then your rate is fixed; if by the transcription hour, then the rate depends on how fast the transcriptionist can type.

My suggestion is that when you consider hiring a transcriptionist for your dictation, have an open discussion beforehand of the work involved, and what your expectations are. This way both of you have some clarity around your expectations and the outcome of the project.

Finding the Right Transcriptionist

Your dictation is an extremely important part of your business. It documents major aspects of your clients? lives. It is imperative that you find a transcriptionist whose expertise is the English language (that is , they must excel at spelling, grammar, punctuation, etc.), one who has more than a passing knowledge of your industry, and one who is accessible to you during the times that you would need to speak with them. Finding a transcriptionist that meets these qualifications would provide you with a unique partnership and hopefully, a lasting business relationship.

Make It Easier for the Transcriptionist

Use good quality equipment; test it first to make sure that the sound comes through clearly. Position microphones close to the speaker.

Make sure that your tapes are designed for voice dictation. They filter out background noise.

Speak clearly, and indicate the end of the dictation.

Dictate in as quiet an environment as possible. Move away from air conditioners and fans. Avoid noise, music, and acoustics whenever possible.

Don't eat or drink when dictating.

Discuss the purpose of the transcription and style preferences with the transcriptionist. Indicate whether you want the transcription to be verbatim, or if you want ums, hmms, ahs, etc. left out.

Spell unusual words and words with questionable spelling, i.e. Kathryn, Katherine, Catherine, or Caterine; this can help you avoid delays and revisions later. Provide supporting documents and words the transcriptionist may not be familiar with such as technical terms, names, streets, and cities. Rita Ballard has been a virtual assistant since 2003. Her business, Healer?s Helper, provides administrative support to the healing professions: traditional healthcare, behavioral health, alternative and holistic health. Rita can be reached by emailing to Info@healershelper.com or by calling toll free ? 877-716-4880, or locally, 360-736-2000. Please visit her website at http://www.healershelper.com