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Is speech recognition the new way out for medical transcription requirements? Voice recognition or speech recognition is one of the new growths in the medical transcription field. It has been flaunted as the solution for a health professional’s documentation needs.

 

How does it pan out? The doctor is offered a digital platform by the voice recognition company where the healthcare professional can call in and dictate his patient notes at the end of the day. The software converts it to typed form, which is made available to the doctor to edit and correct as needed

 

Seems simple enough. But is it as simple as that? Apparently not!  Speech recognition requires to be evaluated on all the standards used while deciding upon a hospital’s medical transcription company.

 

Time saved: When medical transcription needs are contracted out one of the most important benefits is the time conservation aspect. Time is a valuable commodity for healthcare professionals and they would like to utilize it for providing excellent care to their patients. But when voice recognition software is used the doctor has to spend more time on it in the following areas:

 

Preparation time: speech recognition software needs the physician to personally ‘develop’ the software on the speech example, accent, standard terms and various nuances of his/her speech pattern so that the software can ‘learn’ it and acclimatize in accordance with. This could involve a substantial time commitment from the doctor operating it, which the physician may ill afford to make.

 

Time for dictation: speech recognition software requires the healthcare professional to change his style of dictation to include punctuations, grammar, spellings, detailed terminology, paragraph and report start and ending etc., as opposed to the free flow form of dictations that the physicians are used to.

 

Time for proofreading: Unlike the traditional method of medical transcription where the patient transcripts are subject to thorough proof reading and quality verifications, here the physician needs to spend considerable time editing and correcting before signing off on the reports

.

Accuracy: The accuracy levels of the finished reports is of utmost importance as it affects care of the patients at every level as well as forming the basis for all further documentation needs. The accuracy level from voice recognition software is found to be about 60%-65%. That means correcting:  and editing the transcripts to make up for the residual 35%-40% quality.

 

Costs: The price aspect for voice recognition software will fluctuate based on the number of people using and the size of the organization. It will also have to factor in additional expenses needed for correcting the reports to an acceptable level. One may find that it is costing more per line than was quoted in the beginning.

 

Time to become adept:  When healthcare providers seek out for solutions for transcribing their patient medical records they would like to have services that are competent and exact from the very beginning. In the case of speech recognition software there is a definite time to become adept that affects the correctness of finished transcripts till the software ‘learns’ to follow a particular physician’s talking patterns and even then the accuracy levels are only 60%-65%.

 

Adaptability: When new healthcare professionals are added to the health facility the speech recognition software has to be taught further to receive the speech nuances of the new joiners. There is no agility provided by voice recognition software for this. 

 

 

In conclusion we can definitely say that voice recognition software will never be able to absolutely replace manual medical transcription. The important factor to be evaluated here is that patient transcripts are created of human beings, dictated by human beings and therefore needs another human being to transcribe it.  Medical transcriptionists will have a valuable role to play at least as editors and proofreaders.

 

Healthcare transcription requires a certain amount of training, subjective judgment and understanding the context to be exact and relevant, which will not be possible to achieve completely through software, no matter how expertly created.

 

For the transcription requirements of a healthcare facility one should look for a vendor that delivers dedication on quality, turnaround time, reasonable costing and HIPAA compliance

Renee Kelly has written numerous articles on the services provided by a medical transcription company, which has served as an amazing resource for healthcare facilities and healthcare professionals seeking the services of transcription companies

Is outsourcing of patient reports really unsafe?

 

There have been grave reservations about information security while outsourcing medical transcription. The instance of Lubna Baloch from Pakistan who threatened to reveal secure data over the web for non-payment for services provided has been utilized as a case in opposition to contracting out

 

It is understandable that situation like this are worrisome and very distressing for all parties involved. But can this be alluded to as a case against outsourcing? To answer that inquiry one needs to examine at the case in question in great detail.

 

Let us examine the chain of events that led to the event in question:

 

 

UCSF medical Center outsourced its medical transcription work to

 

Sausalito’s Transcription Stat, who outsourced it to

 

15 contractors throughout the country

 

One of the 15 contractors named Sonya Newburn further subcontracted the work to

 

Tom Spires who subcontracted to

 

Lubna Baloch

 

It can clearly be seen that the healthcare facility originally contracting out its medical transcription needs had no idea as to who is actually doing their job. Even the service provider who was under agreement with them had no control over the end transcriber.

 

The lesson to be learnt from this circumstance is that while contracting out the medical transcription requirements of a healthcare provider, care should be taken to make sure to select a company that does not use sub contractors for executing the work. Due diligence on the working methods of the company should be carried out; care should be taken at the time of drafting the agreement to ensure that the “no sub contractor clause” is included.

 

 

While contracting out one should chooses a vendor that believes it is their privilege to be serving their customers’ needs in the best way possible. So any work contracted out to the service provider, is executed by their own team of trained transcriptionists, than by the use of subcontractors or home medical transcriptionists.

 

Apart from ensuring that the data never leaves the premises physically, the vendor should ensure data confidentiality by incorporating security measures like 128-bit data encryption, multi-tiered application architecture, design level security, safeguards, firewall protected networks, sterilized e-mail servers, denial of access procedure and multi modal alerts.

 

Further confidentiality needs to be offered by manned security at entry and exit points, surveillance cameras, disallowance of any removable storage devices and limited access of systems and information on a need to know basis. The personnel working on the transcription need to be educated on the vital nature of being HIPAA and HITECH compliant.  Undertakings to be taken from the personnel to further ensure HIPAA compliance

 

Choosing a professional and dedicated healthcare transcription company would ensure that the healthcare facility would enjoy not only the cost conservation plus points of contracting out and the knowledge that patient information confidentiality is maintained but also the other benefits of outsourcing like:

 

1.            Minimizing capital investment with regards to transcription

2.            Organizing fluctuating medical transcription report volumes and staffing problems for holidays and weekends.

3.         Curtailing administration expenditure towards medical transcription

4.            Minimize manpower costs connected to transcription

5.            Minimize direct labor expenditure

6.            Minimize IT expenses

7.         Curtail real estate expenses pertaining to transcription

8.            Enhance data access

9.            Enhance delivery time

10.            Shorten the receivables management cycle

11.            Concentrate on most important business

12.       Take advantage of a single source solution

Renee Kelly has written numerous articles on dictation services, which has served as an amazing resource for healthcare facilities and healthcare professionals seeking to outsource transcription.

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When it concerns transcribing medical records needs of a health organization, there are several options available to them. They could opt to go in for an in-house transcription team or hire Independent contractors, or engage the services of a specialized transcription company. Sometimes healthcare providers decide to have a blend of all three.

 

However availing medical transcription from service provider requirements on a total basis to a professional service provider has a lot of benefits. Once the expertise of the transcription company has been checked in terms of correctness, turnaround time, security, technology and the pliability of services, there are many benefits to outsourcing the correct manner

 

Detailed below are a few of the advantages of outsourcing medical transcription:

 

Reducing time: By outsourcing, the administrative staff of the healthcare provider as well the healthcare professionals can organize their limited time better to focus on the main business; that of giving quality care.

 

Conserving resources: Outsourcing transcription frees up resources like technology, space, cash flow, management personnel etc. These assets can then be utilized for maximum benefit.

 

Conserving on overheads: Having transcription in-house would require overheads like real estate, computers, utilities etc, which would have to be used to medical transcription. By outsourcing, outlay on these overheads could be saved.

 

Saving on efforts: A lot efforts are needed from teams at every level, when transcription needs are executed in-house or through the use of independent contractors. Pursuits like hiring, training requires a lot of effort. Outsourcing ensures that these efforts are channeled more productively.

 

Less strain on in-house resources: Due to swelling costs, declining percentage of payments, and limited budgets, it has become increasingly challenging to juggle internal resources. Outsourcing transcription decreases the burden on internal resources.

 

Gaining from the expertise of the provider: Outsourcing has the benefit of the healthcare provider gaining from the knowledge of the service provider. The experience and expertise of the service provider add to the other advantages of outsourcing.

 

Superior level of service: As more and more assets of the healthcare facility are freed, the concentration on providing quality services would get better, thereby enhancing the quality of service.

 

Flexibility of options: One of the major advantages of outsourcing medical transcription is the flexibility of services provided. The onus of having to arrange medical transcription services for varying inflow of patients, holiday transcription and weekend transcription needs is on the service provider.

 

Increase shareholder value: With the decrease of costs, gains are maximized thus increasing shareholder value.

 

Systematic and improved work flow: With one of the vital contributors in the healthcare process, being taken care of, the management of the clinic is free to focus on other areas. This helps systematize and improve operations.

 

Being competitive: The ability to reduce expenses without changing the quality and turnaround time of transcripts, gives a competitive advantage to the hospital.

 

Enhancement and expansion of services: With huge cost cutting advantages and improvement in efficacy, by outsourcing, the healthcare facility, improvement and future plans become a reality.

 

Increase in cash flow: Medical transcription is the initial level of the receivables cycle. Outsourcing ensures that the turnaround time is quicker, thus accelerating the receivables cycle. This in turn improves the cash flow.

 

Apart from all the above long-term advantages, outsourcing transcription needs to a professional medical transcription company has benefits like accurate services at reasonable costs, done by expert transcriptionists with a very quick turnaround time executed through secure HIPAA and HITECH compliant channels, with very superior levels of accuracy and all this with software and tools that is advanced but simple in usage!

Renee Kelly has written numerous articles on medical transcription service, which has served as an amazing resource for healthcare facilities and healthcare professionals seeking the services of a professional medical transcription company.

Contracting out could get down the direct labor expenses. When availing outside support for transcription the healthcare facility is essentially gaining to the workforce of their company without practically adding the people on their roster.

 

The healthcare provider not only benefits in terms on man hours, investments and effort towards recruitment, training, office space, utilities, remuneration and other benefits. But also get all the advantages of having access from a large source of medical transcriptionists, who have been selected, developed and made always on hand to healthcare facilities any time they need them.

 

By outsourcing the healthcare provider can also rest easy about job scheduling, allocation, supervision and keeping tabs. There will neither be waste of transcription capacity due to lower patient inflow nor delays because of rise in patient inflow. Their weekend and holiday transcription requirements will also be provided for.

 

While these are the advantages that are occur from availing outside support for, it is important that time is taken to find the right medical transcription company to be their vendor for healthcare transcription needs The transcription company   needs to be evaluated to make sure that the below given benefits are availed of:

 

 

Suitable workforce:  The accuracy level of healthcare transcription completely depends on the caliber of manpower doing the job. Evaluate the contracting out company to see if they have the right kind of manpower working for them. This can be ascertained by analyzing their training procedures. Choose a transcription company that believes in undertaking the work through captive medical transcriptionists and training them to be domain experts in areas of medicine

 

Suitable technology: Recording and transmitting dictation, retrieving finished reports, organizing of records, keeping tabs on the status of the files uploaded etc., is essential that the technical support base of the transcription company chosen, is the latest, flexible and simple

 

Accuracy/ Quality of work: Correct information of finished transcripts is of utmost importance while selecting the transcription company. A transcription company that offers assurance of at least 99% accuracy should be satisfactory

 

Optimum delivery time: The turnaround time:  of finished reports are of highest priority for delivering quality care, receivables and other purposes Getting reassurance a commitment on the delivery time:  for transcripts and adaptability for stat reports should be ascertained before finalizing

 

Security of data: Maintaining HIPAA compliance of patient data is critical during transmitting transcripts to and from through electronic media. While availing outside support for the transcription requirements of a hospital it is vital to make sure that the service provider is HIPAA/HITECH compliant

 

Reasonable pricing: The major benefit of availing outside support for is that of improving the bottom line of the hospital. Ensuring that the medical transcription company offers a fair price and uses a billing method that is definable, verifiable, measurable, consistent, fair and honest will ensure a long-term association

 

Once the medical transcription company has been assessed on all these factors, cost gains that come from having quality medical transcription and from having reduced direct labor costs can be enjoyed long term

Renee Kelly has written numerous articles on the services provided by a medical transcription company, which has served as an amazing resource for healthcare facilities and healthcare professionals seeking the services of transcription companies.