Frequently Asked Questions
What dictation capturing options does your service provide ?
You have the option of either dictating directly into our dial-in Dictation Servers using toll free telephone lines or you may use Olympus Digital Handheld Recorders compatible with our software.
What are your hours of operations for the toll free dictation system ?
Our dictation system is accessible 24×7, 365 days in a year, and you may dictate using a touch-tone phone as well as a cell phone.
How do we transfer the dictation to you ?
If you intend to use toll free dial-in system, your dictations become accessible to our transcriptionist’s the moment you hang up the line. If you prefer using Handheld Recorders, we will provide our medical transcription software, which automatically uploads the dictation from your local computer, to our secure FTP Server.
Do you have any redundancies for your Dictation Servers ?
Our servers are built with fault tolerance – mirrored drives. A redundant or a backup system is always ready, in case of failure. A backup system is also ready offsite, in case the primary system fails.
What equipment do we need at our end ?
You will need a computer with Windows 98 (or higher) operating system, with Internet Explorer 5.5 version (and above). You will need broadband Internet connection for faster uploading of dictations when using Handheld Recorders.
Are your Medical Transcription processes and service, HIPAA compliant ?
Yes, we have implemented technical and administrative measures to safeguard the confidentiality and accountability of personal health information of the patients..
What will be the turn-around time of dictations ?
General transcription of charts will be available for your review/printing before 9 AM, next business day, which makes the turn-around time less than 12-24 hours.
Do you take up STAT work ?
Yes, we do take up STAT work at a slightly premium price, provided the load is consistent.
How are your fees based on and how do you charge for your transcription service ?
There is no cost to signup with our transcription service. Our fees are normally based on transcribed characters per line, but we also offer a quote based on the number of pages or per minute of dictation, depending on customer requirements.
Does your transcription staff sign non-disclosure and confidentiality agreements ?
Yes, all our staff on roll, including any support staff, are required to sign non-disclosure and confidentiality agreements, and it will be in force, two years post their disassociation from our company.
What are the quality measures that you have in place ?
We have three plus levels of quality check, each dictation is first transcribed by professional transcriptionists and reviewed word-for-word by Senior Editors. This edited document is printed and proofread for English Grammar and sentence formation by English literate associates. These documents are then checked thoroughly by Client Coordinators, for errors, omissions, formatting, etc., before they are uploaded
Do you sub-contract your transcription work ?
No, as a rule, we do not sub contract our work. All transcriptions are done by direct employees of the company. Hence, we have better security and control over protected health information.
How do we get the files back ?
You can get your files back by signing up with our web based tool, and/or fax, secure email, or FTP into your computer.
Do you offer a free trial of your service ?
Yes, we do offer a ‘no obligation’ free trial for a week, before you decide to signup with our service.