MEDICAL TRANSCRIPTION PROCESS

US MedTrans designed an easy-to-use process for medical transcription. We take great care in ensuring that physicians do not change or disrupt the way they work in order for them to use a better transcription process.

On a day-to-day basis, how does the medical transcription process work?

Dictation

The physician dictates patient information into a digital recording device, a telephone, or personal computer. Digital recordings provide superior sound quality, ambient noise control, and ease of editing relative to cassette recordings. They make it possible to produce the highest quality voice files that are later accessed by transcribers who can then provide quality, accurate transcription.

Modern digital recording devices such as the recommended Olympus recorder, coupled with typical memory cards, let physicians dictate multiple patient sessions before having to send the dictation voice files to the transcription server.

Some physicians prefer to dictate into a telephone, enjoying the advantages of familiarity and ready availability. Dictation over the phone automatically generates voices files directly to US MedTran’s secure and encrypted server.

Submitting Dictation Files

When digital diction devices are used, voice files from the recording devices are easily transferred to your personal computer. Simply place the recording device’s memory card in the card reader and let US MedTrans' desktop application automatically receive dictation files from your handheld device.

Electronic Submission

Voice files can be transmitted from your personal computer or server server to our secure central server via the web at any time. It requires only a simple mouse click. Of course all transmissions containing patient information are encrypted for HIPAA compliance.

Transcribing

When US MedTrans receives dictation files, our US MedTrans staff access the files for transcription. To ensure quality we use experienced medical transcriptionists who are familiar with your account. The resulting report goes through a rigorous multi-level quality assurance process. Once our healthcare professionals complete their review, the transcribed medical report files are placed on our secure server and are available for distribution and delivery.

Distribution and Delivery

When the transcribed medical report files become available, it is a one step process to download them from our secure server to your personal computer or server. Of course this transmission is also encrypted. Downloaded medical files are returned as Microsoft Word documents allowing immediate review, editing, distribution, and printing. Reports are then electronically stored for easy retrieval and access on your machine.

Online Availability

Transcribed patient reports remain available on the secure US MedTrans servers for two years. US MedTrans web services allows clients to quickly and easily search and query reports on a variety of information. Following this period, all transcribed reports are archived for eight additional years and are available upon request.

Getting Started

Of course, the foregoing describes the daily process of turning dictations into medical transcriptions. Getting set up initially is also quite easy. See the FAQ for details about getting started.