From dictation to transcription for medical practices
The best medical transcription systems find it easy and more convenient to dictate notes, letters, and records in a more effective and realistic manner.
Dictating patient notes is a popular clinical procedure, and making them transcribed by a secretary can be very helpful when you have a heavy workload. But it isn’t always feasible, whether due to personnel absence, cost, or just being on the move. In that case, transcription services can be a very useful tool, especially when updating medical records in your EHR or EMR apps.
While some medical practice management software systems offer automatic transcription as a feature, it is not as reliable as manual transcription and is not always usable. Third-party transcription systems can be very useful in this situation, and while some do provide automated solutions, their primary emphasis is on human transcriptions.
However, unlike standard transcription services, they are delivered by people who have been qualified in medical terminology – typically licensed as a Healthcare Documentation Specialist (RHDS) or Certified Healthcare Documentation Specialist (CHDS) – to reduce the possibility of inconsistencies or misspellings.
Furthermore, medical transcription providers must be security compatible to ensure that patient confidentiality is not violated by the use of those services, so they typically require submission through a direct phone number, protected mobile app, or audio upload option on the transcription company website. Once done, they will submit the transcription through a HIPSAA-compliant link, and you can enter your notes into your software and create the necessary invoices for patients through your medical billing program.
Because of these problems, not all transcription services are compliant; hence, to make it easier for you to choose, we’ll highlight the best in medical transcription services, especially where human transcription is the primary featured service choice.
SmartMD is a modern transcription tool that can be used alone or as part of a larger set of medical facilities. Dictation can be performed over the phone using a toll-free call, using a mobile app for iOS devices, or by uploading recordings directly. Furthermore, through EHR incorporation, anything can be delivered straight into the patients’ accounts.
SmartMD provides a range of value propositions to its operation, including assured fulfillment by 9 a.m. the next day and the ability to provide receipts by email or fax if required. There’s also a feature for keeping track of a list of patients who need to be dictated for, as well as status updates. In addition, they provide a variety of other resources such as regulated billing, referrals, and paperwork.
Another advantage is that SmartMD’s price structure is very simple, with plans beginning at 7.9c per line. There are a variety of plans available, with ever-increasing functionality and storage options for only minor price changes. Furthermore, there is no arrangement or minimum use requirement to lock clients in, and a free trial is possible.
SmartMD also has phone service seven days a week, and while most users would like not to use it, it is well-managed and does what clients need when they need it.
Overall, SmartMD has a full variety of features and a consistent price scheme, and the firm provides excellent customer service.
Acusis offers a variety of dictation-capture tools for use of their medical transcription services. The first is AcuVoice, a cloud-based device that allows you to record your dictation by dialing a toll-free number and entering a PIN. You can then view, replay, delete, and handle your stored dictations using a web interface. The second choice is AcuVoice, an iOS app that helps you to capture dictations directly from your iPhone or iPad.
Alternatively, Acusis can connect with your current EHR through AcuSuite, which is also a cloud-based device that can record audio from a variety of sources used in most clinical facilities. AcuSuite can also handle paper preparation and management, electronic signatures, print, fax, and email.
Acusis employs two types of quality management, the first of which is web editing, supplemented by a second offline editing procedure to eliminate any mistakes.
While Acusis does not offer pricing details on its website, it should be noted that the business is aimed at medium-to-large providers and will include a contract.
EHR Transcriptions is a service offered by SameDay, a company that specializes in various transcription services. Its EHR Transcription program is targeted at clinics and major healthcare providers with a dedicated technology manager, and it enables doctors to make dictations and get their EHR documents automatically checked.
The most popular methods for providing dictation are a free phone account, a portable voice recorder, a computer microphone, or an iPhone app. To increase precision, the recording is routed via a highly protected 528-bit encrypted VPN link, and transcription is delegated to personnel based on specialisation. The transcriptionists all work from the same location, meaning the files are still worked on by the same staff rather than being outsourced, and assistance is available seven days a week, with longer hours.
Work is triple-checked with manual ratings, supplemented by an automatic spelling/grammar search, and then human-proofed once more. The whole procedure is designed to take less than 24 hours, and doctors can access, edit, sign, fax, print, or import the completed paper with a single click from the system.
There are no setup costs or long-term contracts, but you would also need to request a quote from the provider to price the service you require.
To offer transcription services and update EHR documents, DataMatrix Medical employs trained transcriptionists and virtual scribes. While it advertises a general turnaround time of 24 hours, it also advertises a turnaround time as short as 2 hours if necessary.
They also have external resources to support the practice’s logistical performance, including document scanning and general paperwork management that deals closely with your EHR system. Other advanced services offered by DataMatrix Medical include consent and referral processing, labelling, and billing solutions.
Even if you really want to concentrate on medical transcription, DataMatrix has you covered by allowing dictation audio to be submitted through a mobile app (iOS and Android versions are available) or an uploaded digital recording, which is manually transcribed and proof-read and completed within 24 hours. DataMatrix Medical, on the other hand, offers to clean up and update notes directly in the EHR for doctors who already use speech recognition tools installed into their EHR solution.
Although no pricing is given upfront, DataMatrix Medical advertises a free trial with no long-term contract.
Beyond transcription, The Dictation Source provides a variety of services for hospitals, including voice recognition, coding, and robotic scribes to handle hospital visits.
The transcription service provides recording and downloading via a toll-free 800 phone, as well as applications for iOS and Android devices and digital manual uploads. The service aims to improve performance by providing limitless macros and models for any medical specialty, and EHR/EMR entry can be performed manually or with an HL7 interface.
There are real-time monitoring capabilities, as well as online editing, copying, and electronic signing, as well as encrypted email and fax options.
They also have a broader variety of record processing resources, including automated scribes that provide real-time transcription and update EHR during a patient’s appointment. There is also the possibility of providing coding and document management services.
The Dictation Source does not charge start-up or minimum costs, despite the fact that no fee structure is advertised. For a reduced fee, there is also the possibility of using automatic speech recognition systems.
- Need more general transcription help? We’ve featured the best transcription services.