What does a healthcare facility need to know about their organization needs before finalizing their Medical Transcription provider? Outsourcing of a healthcare facility’s Medical Transcription needs can be a difficult and complex decision. Analyzing what exactly are the needs of the healthcare facility can make the decision making process simpler.
What they need is to look at is the current situation and where they want to be in the future. To analyze the healthcare facility’s current position they need to ask themselves the following questions:
· Who does the current Medical Transcription?
They may find that the answer is that they either appoint in-house transcriptionists and/ or combine them with independent home-based transcriptionists. They could even be outsourcing to a local Medical Transcription Company
They may find that the answer is that they either appoint in-house transcriptionists and/ or combine them with independent home-based transcriptionists. They could even be outsourcing to a local Medical Transcription Company
· How much time does Medical Transcription take?
The answer to this could vary according to the volume of work and/ or according to the availability of In-house transcriptionist staff.
The answer to this could vary according to the volume of work and/ or according to the availability of In-house transcriptionist staff.
· How many transcriptionists are employed to do the work?
Again this depends on the size of their practice and the amount and type of transcription required
Again this depends on the size of their practice and the amount and type of transcription required
· How much space do the Medical Transcriptionists occupy?
This could vary according to the number of in-house transcription staff appointed and the space required for record creation
This could vary according to the number of in-house transcription staff appointed and the space required for record creation
· What is the equipment required for Medical Transcription?
This would include computers, listening devices, foot pedals, printers, stationery etc.
This would include computers, listening devices, foot pedals, printers, stationery etc.
· What is the total budget outflow towards Medical Transcription?
To calculate this they will have to include salaries, benefits, management expenses, utilities, cost of telecommunication, HR costs and any interest costs incurred on the purchase of Medical Transcription equipment.
To calculate this they will have to include salaries, benefits, management expenses, utilities, cost of telecommunication, HR costs and any interest costs incurred on the purchase of Medical Transcription equipment.
· How much management time is spent on managing Transcription work?
This is one important aspect, which is very often ignored while computing the cost of in house Medical Transcription
This is one important aspect, which is very often ignored while computing the cost of in house Medical Transcription
· What are the IT requirements for Medical Transcription?
Information technology (IT) investment and the cost of manpower could significantly increase due to in-house Medical Transcription
Information technology (IT) investment and the cost of manpower could significantly increase due to in-house Medical Transcription
· What is the expenditure on Annual maintenance and repairs of their Medical Transcription equipment?
Any equipment that is used on a regular basis would require expenditure on it, by way of repairs and maintenance. There will have to be a certain amount of expenditure to be made in this area.
Any equipment that is used on a regular basis would require expenditure on it, by way of repairs and maintenance. There will have to be a certain amount of expenditure to be made in this area.
· Are the people involved in Medical Transcription also helping out with other areas of work?
This is the case with many healthcare facilities where Medical Transcription work is passed on to medical secretaries and other office staff. This ties them up with Medical Transcription work and leaves them with very less time for their own tasks, which results in poor quality of work in both areas and results in direct losses and sizable opportunity costs.
This is the case with many healthcare facilities where Medical Transcription work is passed on to medical secretaries and other office staff. This ties them up with Medical Transcription work and leaves them with very less time for their own tasks, which results in poor quality of work in both areas and results in direct losses and sizable opportunity costs.
· Are they overworked/ under worked sometimes?
Healthcare facilities may find that their in-house staff, who are involved in Medical Transcription work, may either be under worked or overworked due to the fluctuating volume of work. When they are under worked the health care facility may be paying for work that is not even being done and when the volumes are high the health care facility may be paying them extra to work overtime, which again increases their cost per line.
Healthcare facilities may find that their in-house staff, who are involved in Medical Transcription work, may either be under worked or overworked due to the fluctuating volume of work. When they are under worked the health care facility may be paying for work that is not even being done and when the volumes are high the health care facility may be paying them extra to work overtime, which again increases their cost per line.
· What is the time allotted by Human Resources Department towards Medical Transcription requirements?
The healthcare facility would find that their Human Resources (HR) department spends a considerable amount of time towards recruitment of Medical Transcriptionists and other related staffing activities when the health care facility has in-house transcriptionist on their payrolls.
The healthcare facility would find that their Human Resources (HR) department spends a considerable amount of time towards recruitment of Medical Transcriptionists and other related staffing activities when the health care facility has in-house transcriptionist on their payrolls.
· Are they satisfied with the quality, quantity and turnaround time of the Medical Transcription work currently done?
The health care facility may find that the volume and turnaround time of their in-house Medical Transcriptionists could vary according to the volume of patient flow and thereby could have a serious effect on quality of care and the receivables cycle.
The health care facility may find that the volume and turnaround time of their in-house Medical Transcriptionists could vary according to the volume of patient flow and thereby could have a serious effect on quality of care and the receivables cycle.
· How are the healthcare facility Medical Transcription requirements taken care of on weekends and during holidays?
Healthcare requirements do not halt during Holiday season; in fact the reverse may be true. Managing the healthcare facility’s holiday requirements for Medical Transcription could pose a challenge. They could find there is a serious time lag in getting Transcripts back at these times. Generation of transcribed reports may take as much time as weeks and trying to hasten the process would result in higher staffing costs.
Healthcare requirements do not halt during Holiday season; in fact the reverse may be true. Managing the healthcare facility’s holiday requirements for Medical Transcription could pose a challenge. They could find there is a serious time lag in getting Transcripts back at these times. Generation of transcribed reports may take as much time as weeks and trying to hasten the process would result in higher staffing costs.
· How much is Medical Transcription ‘actually’ costing them per line?
After computing all the costs they may find that the cost per line of Medical Transcription could be much higher than what they initially planned for.
After computing all the costs they may find that the cost per line of Medical Transcription could be much higher than what they initially planned for.
Having answers to these questions will clarify their current position and give them an idea of what they need to look for in the Medical Transcription Company they are outsourcing to. Now that they have thoroughly analyzed their current situation, they need to plan their future requirements in this area. That should be fairly simple
· Minimum or no investment
In these times of increasing costs and limited budgets one of their priorities would be to make sure that there is minimum or no investment required to take care of their Medical Transcription needs.
In these times of increasing costs and limited budgets one of their priorities would be to make sure that there is minimum or no investment required to take care of their Medical Transcription needs.
TransDyne can make the healthcare facility’s transition to outsourcing with minimum or no investment from their end. TransDyne requires no additional investment in hardware or software. TransDyne also continuously upgrades its’ systems with no additional cost to clients.
· Huge cost savings
One of the important benefits of outsourcing the healthcare facility’s Medical Transcription needs is that of cost saving. They should be looking to save costs not only in terms of cost of transcription but also other cost benefits like cost of utilities, improvement to receivables cycle, opportunity costs and improved employee efficiency.
One of the important benefits of outsourcing the healthcare facility’s Medical Transcription needs is that of cost saving. They should be looking to save costs not only in terms of cost of transcription but also other cost benefits like cost of utilities, improvement to receivables cycle, opportunity costs and improved employee efficiency.
TransDyne believes in offering a fair and verifiable price that will ensure profits for both the healthcare facility and themselves. Due to the advantages of outsourcing, TransDyne is able to offer both competitive prices as well as quality work. Fair billing for Medical Transcription is ensured by way of the character line method of billing.
· Fast and efficient turnaround time
Medical Transcription does not directly affect the income of the healthcare facility, but it does play a significant role in the smooth and efficient running of the healthcare facility. Getting medical records transcribed on time can help speed up the receivables cycle.
Medical Transcription does not directly affect the income of the healthcare facility, but it does play a significant role in the smooth and efficient running of the healthcare facility. Getting medical records transcribed on time can help speed up the receivables cycle.
TransDyne assures a turnaround time of 24 hours from the time of uploading the dictation file into our servers. STAT reports have a turnaround time of 4-12 hours. TransDyne offers Fast Medical Transcription and maintains its’ turnaround time by maintaining a large pool of Medical Transcriptionists who are trained to their stringent standards.
· Good quality and accurate Medical Transcription
Maintaining or improving the quality and accuracy of medical records is very important for quality of patient treatment and for record keeping.
Maintaining or improving the quality and accuracy of medical records is very important for quality of patient treatment and for record keeping.
TransDyne offers Quality Transcription with accuracy of 99% or above. TransDyne ensures quality by adopting a four level quality check of Medical Transcriptionist, language proofreader, unit in charge and finally by Quality Assurance team which tries to minimize errors before returning the finished reports. TransDyne’s Quality assurance team also runs regular random checks on transcribed files. The inputs given by the Quality assurance team are used as a learning tool to prevent future mistakes.
· Secure Medical Transcription
HIPAA has laid down guidelines to ensure the security and confidentiality of patient information. While engaging a third party to for Medical Transcription work it is very important to ensure that the data is transmitted through secure channels and that the Medical Transcription Company is HIPAA compliant.
HIPAA has laid down guidelines to ensure the security and confidentiality of patient information. While engaging a third party to for Medical Transcription work it is very important to ensure that the data is transmitted through secure channels and that the Medical Transcription Company is HIPAA compliant.
TransDyne ensures Data security of Medical Transcription 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. TransDyne also ensures data security by ensuring that the data doesn’t leave our premises physically. To ensure Secure Medical Transcription all the transcription is done in our own premises and the premises are secured through appropriate security measures. TransDyne meets all HIPAA regulations that apply to electronic exchange of information.
· Easy adaptation
Being in the health care industry, it is very important that the technology used by the Medical Transcription Company should be easy to use and should not require lengthy training.
Being in the health care industry, it is very important that the technology used by the Medical Transcription Company should be easy to use and should not require lengthy training.
TransDyne believes that technology should not only be advanced, but also be easy to use for the end user. TransDyne has made it very easy for the doctors and health providers to upload their dictation through various modes and also down load the transcribed documents in a simple manner.
· Medical Transcription to be done in specified formats
The healthcare facility should look for a Medical Transcription Company, which will be able to provide transcribed reports in specified formats.
The healthcare facility should look for a Medical Transcription Company, which will be able to provide transcribed reports in specified formats.
TransDyne will collect requirements and specifications of the healthcare facility before the Medical Transcription process and provide Medical Transcription in the specified formats.
· Good customer service
It makes transition much simpler when there are open channels of communication available so that contact with the service provider in case of any clarifications can be through various means, whether through phone, fax or email.
It makes transition much simpler when there are open channels of communication available so that contact with the service provider in case of any clarifications can be through various means, whether through phone, fax or email.
TransDyne believes in being available to the customer 24/7 so that any doubts/clarifications are sorted out at the earliest.
· Powerful archiving facility to facilitate easy document retrieval
One important consideration for the healthcare facility while outsourcing Medical Transcription needs would be that the Medical Transcription Company provides archiving facilities that make document retrieval easy.
One important consideration for the healthcare facility while outsourcing Medical Transcription needs would be that the Medical Transcription Company provides archiving facilities that make document retrieval easy.
TransDyne offers Smart Delivery System that includes features like automated download, saving and printing. The Smart Delivery system allows a user to search for a document based on different criteria like Date of Service, Date of Dictation, MRN #, Patient Name, Provider Name, or a combination of any of these criteria.
Analyzing the current position of the healthcare facility and determining where they need to go will make the transition process from in-house Medical Transcription to outsourcing Medical Transcription much easier and very profitable. Having a company like TransDyne as a partner for transcription needs will definitely help improve the bottom line and make operations of the healthcare facility more efficient.
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