FREQUENTLY ASKED QUESTIONS - FAQ

At US MedTrans, we've done our best to create a Web site that anticipates and satisfies our customers' needs. With that goal in mind, we've compiled a list of frequently asked questions. If you do not find an answer to your question here, contact us at 406-443-8841 or sales@usmedtrans.com

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Our Typical Customers

What size facilities can US MedTrans support?
US MedTrans provides medical transcription services to a wide range of practices and organizations, from single physician offices and small clinics through physician groups and large hospitals. There is no minimum number of doctors required to sign up for US MedTrans service. Our service also scales well for large organizations.

What is the typical US MedTrans user profile?
Physicians of all types use US MedTrans services, but examples include Cardiologists, Internal Medicine Specialists, Surgeons, Chiropractors, and Pathologists.

Can US MedTrans provide partial medical transcription support?
Yes. In fact, we encourage any physician group or facility to consider using US MedTrans as a back up to an existing service or for overflow activity resulting from vacation, illness, or shortage of staff. Ours is an excellent solution to balance your staffing needs. Of course, we can also provide a full medical transcription solution; the choice is yours.

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Getting Started

How do I sign up?
Contact US MedTrans, Sales, via email or phone 406-443-8841.

How do I initiate activation of a new account?
A customer's activation is put in process by contacting US MedTrans at 406-443-8841.

Is there a contract?
Yes. This is typical in the industry and is used for staffing purposes. US MedTrans is committed to ensuring that we have the qualified resources to support our clients' transcription needs.

How long does it take to get started?
US MedTrans services usually can be implemented within 48 hours of the time the client activation form is completed and faxed to us.

Is there a trial period for US MedTrans?
A customer may try the US MedTrans service for 45 days and pay only for the number of lines transcribed. Throughout this period, a client can cancel US MedTrans service if US MedTrans does not meet the customer's expectations.

What does the standard package include?
The standard package includes a new digital recorder with memory card, and a card reader. It also includes US MedTrans software, hard copy documentation, templates, software installation and support.

How many templates are included?
Up to eight custom templates are created and the customer has access to twelve standard templates as part of the standard package. More custom templates can be provided for a modest fee.

How long does it take to install the software?
Software installation takes under ten minutes. It is a simple process.

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Hardware and Operating System Requirements

What kind of hardware and software is needed?
The US MedTrans software must reside on a personal computer (PC), provided by the client.

What hardware does US MedTrans provide?
If using a digital recorder for input, the standard package includes a new Olympus DS-2000 digital recorder with a 16 MB memory card that holds up to 5 hours of recording. We also include a card reader device with a USB connection.

If using a telephone call in system, US MedTrans provides the necessary phone in devices that interface with the US MedTrans' server environment.

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Dictation

What kinds of input devices are supported for dictation?
The US MedTrans medical transcription solution supports digital recorder and telephone dictation. It supports the iPac PDA. It also supports dictation using a microphone, directly into your PC. The digital recorder provided in our standard package, for clients who choose a recording device rather than a telephone, is the Olympus DS-2000, the Olympus DS-2330, or the Olympus DS-3000 Digital Voice Recorder. Other Olympus recorders are also compatible.

Are custom voice menus offered for telephone dictation?
Yes, Voice menus are customized for each facility and for each physician.

Is an 800 number used for telephone dictation?
Yes. Your calls to our secure number are completely free.

Can multiple physicians share a digital Olympus device for Dictation?
Yes, multiple physicians can share a single device. US MedTrans, however, generally recommends using different smart card (memory cards) for each physician to better keep track of voice files.

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Medical Transcription Reports

What format are the transcribed files?
Reports are returned in Microsoft Word format files, making them editable and searchable.

If there is a problem with the report, who fixes it?
If there is a problem with the accuracy of a report, clients can choose to have us fix it. Since reports are in a standard format, they are editable and some clients choose to modify reports themselves.

Can US MedTrans files integrate with EMR programs?
Yes. US MedTrans files integrate with EMR programs that accept an HL7 file or can import a MS-Word file.

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Quality

How does US MedTrans ensure accurate reports?
This is covered more fully on our medical transcription quality page. We take the time to understand what is important to each of our customers and have a company wide commitment to delivering highly accurate medical transcription documents. We have strict requirements for medical transcriptionists and editors. We have a multi-level quality assurance process. We understand that when we deliver accurate reports, you spend less time on them and can get on with your business.

Are medical transcriptionists assigned to specific accounts?
Yes. We have found that familiarity improves translation quality.

Who does the quality reviews?
Our quality assurance editors are all US MedTrans employees. The review process is never sub-contracted out. More importantly, our editors are also consistently evaluated by our Quality Assurance Program Director to ensure that quality remains high at all levels of our multi-level process. We use a rubric largely developed by the AAMT/AHDI, a national board with clear standards, to guarantee that our quality never becomes a subjective estimation.

What is the multi-level review process?
A medical transcription document goes through up to three levels of review. If a report is found to have errors, they are corrected and a second review occurs. If a report is found to still have errors or contains anything the second level editor is uncomfortable with, then it must go to the level three review process. Only after being approved by the level three reviewer will the report be made available for delivery.

Some of these are typically overlooked when calculating the true cost of in-house transcriptionists. Comparing to these true costs generally makes a strong case for outsourcing medical transcription with cost savings typically estimated to be in the 20-40% range.

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HIPAA Compliance

Is US MedTrans HIPAA compliant?
US MedTrans meets all HIPAA privacy and security requirements. It is verified on the Internet with Verisign�. File transmission uses 128 bit triple-DES encryption over an SSL connection. Every modification and access of the report is tracked. (See also, our HIPAA discussion.)

What is a Business Associate Agreement?
A medical transcription service provider such as US MedTrans is a Business Associate (BA) of its clients. Our client, the healthcare organization, is called a Covered Entity (CE). The Business Associate Agreement is a contract specifying, amongst other things, the privacy requirements that a BA must meet. Naturally, the BA must ensure that all sub-contractors and employees abide by the agreement.

Why should I care about HIPAA?
Assuming you represent a healthcare organization that handles anything electronically, even one bill, you have no choice. It's required by law. Having said that, the general concept of preserving patient privacy and ensuring the secure retention of records is undoubtedly the right thing to do. The movement to electronic records that HIPAA strives to encourage and protect, offers other benefits as well. These include making it easier for physicians to access patient information and making it easier to track activities for insurance and litigation purposes.

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File Archive

How long are files stored?
Voice dictation files are stored for 30 days. Transcribed files are available and stored on-line for two years and are stored off-line for an additional eight years.

How are archived files accessed?
On-line transcribed files are accessed using the standard US MedTrans software. Off-line, archived files can be requested by contacting customer support.

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Customer Support

Can I get help getting started?
Absolutely. Although we have designed our software to be intuitive, we understand that sometimes there are a few surprises and we're here to ensure a smooth transition. We can help with installation and training. We can also help if you have any difficulties setting up your digital recorder. We are a service oriented organization and we want our medical transcription service to be extremely easy and trouble free for our clients.

What does the US MedTrans Customer Support staff do?
Our friendly, service-oriented professionals are there to assist you with account activation, software installation, and technical and support questions. We understand that sending and retrieving transcribed reports is critical to daily operations, and are there to help quickly resolve any technical and functional issues that may arise.

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