Choosing the Best MT for You
Medical transcription, also referred to as MT, is the practice of taking verbal communication regarding a patient, or regarding other important medical work, to a medical professional and writing or typing the verbal content. Although the task on the surface may appear to be relatively straightforward and simple, there are actually quite a few factors that can affect the outcome of the medical transcripts and the quality of the transcription services received. As medical records are highly sensitive and have an immense need for accuracy, this makes the task of choosing medical transcription companies very important.
The first step in choosing medical transcription companies is to do background research on the companies being considered. This background research involves getting references from the companies. The references must be called and confirmed to be legitimate and credible sources. The references are not the only background investigation needed however. It is also important to perform Internet based searches for reviews on the transcription companies. Many times medical forums have opinions and ratings, which can be very helpful. The references the transcription companies give are often going to be their best clients and experiences. The Internet search allows the opportunity to view potentially negative experiences the transcription companies would never give a potential customer as a reference.
The second step to choosing medical transcription companies is to check how long the companies have been in business for. Companies that have been in business for a relatively short time can be perfectly acceptable, but they are also much riskier. New transcription companies run the risk of inadequate experience leading to poor transcription services, and they run the risk of potential business failure. These newer companies will also have fewer long-term references and less information available about them. Transcription companies that have been in business for many years often have greater expertise and a proven track record of service.
The third step to choosing medical transcription companies is to inquire on the number of other clients the companies have. Transcription companies with a robust client list often have many advantages over companies with few clients. Companies with large client lists normally also have greater ranges of service and can offer better pricing due to economies of scale. A large client list also speaks to the quality of the companies being considered. Transcription companies with large client lists usually obtain those by delivering quality service to many clients over time and gaining a reputation for quality.
The fourth step to choosing medical transcription companies is to determine what the companies’ methods of billing are. Good transcription companies bill based on the number of lines that have been transcribed. A line by most standards is considered to consist of 65 characters. Another good transcription billing practice is based on the word count with a flat price per word. One other technique used for billing is a rate based on each minute of audio. This method of billing is less favorable to a medical professional as silence in an audio recording is charged. This method often leads to higher overall fees for the transcription companies.
The fifth step to choosing medical transcription companies is to determine the level of customer service the transcription companies provide. The better transcription companies have open access to toll-free customer service representatives who are readily available to assist with problems or issues. Companies that also offer email customer service add an extra level of benefit for quick questions if the companies respond quickly to inquiries. Companies that limit customer service to only email, however, are going to be much more difficult to work with. These companies are often slower to respond, are less personable, and are more generic with their responses.
The sixth step to choosing medical transcription companies is to determine the method of transcription the companies use. In today’s technologically advanced environment, the better transcription companies are the ones that use Internet based systems. The Internet based systems give medical professionals real-time access to the transcribed reports. For instances where time is a relevant factor in obtaining transcribed records, the Internet based systems are the most effective ones to use. Transcription companies that limit transcribed reports to electronic or manual copies sent by email or parcel post are going to be less effective overall and normally offer longer turn-around times for transcribed reports.
The seventh step to choosing medical transcription companies is to determine the normal turn around time for transcribed reports to be delivered back. Most efficient transcription companies will offer a turn around time of less than 24 hours. There are some high quality companies that are capable of even quicker turn around times. The better companies also offer specialty services for items of particularly high importance. These services consist of turn around times of a few hours, but of course come at additional expense.
The eighth step to choosing medical transcription companies is to determine if the companies outsource their work to foreign countries. While outsourcing work does not necessarily mean a company is bad, this is important information to know for a variety of reasons. If the outsourced work is sent to companies with poor English skills, the transcribed reports can end up with a higher risk of error due to potential interpretation issues and potential language barriers. It is also important to consider the outsourced work in terms of patient confidentiality. Many patients may not want their medical information to be outsourced for transcription. Again, while outsourcing is not necessarily a negative situation, it is something important to know.
The ninth step to choosing medical transcription companies is to determine what quality assurance processes the companies have in place. The accuracy of medical transcriptions is absolutely critical to the integrity of patient records and for the safety and well being of the patients. The best transcription companies have robust quality assurance plans in place that include internal audits of transcribed work and peer reviews. The best companies also offer performance guarantees for the quality of their work, and guarantee accuracy of better than 98-99%.
Finally, the tenth and last step to choosing medical transcription companies is to determine if the companies require service agreement contracts. Some transcription companies require a signed contract requiring a specified term of service be agreed to. These contracts must be carefully read and considered. A contract that offers performance and service guarantees along with length of service is less risky than a contract without those guarantees. If performance and service are not adhered to, the contract could then be nullified due to lack of performance. The best transcription companies do not require a service agreement contract. They know they will continue to receive repeat business due to the high level of quality and service they regularly deliver to their customers.
Medical transcription companies play an important role in the world of healthcare and patient records. Quality and accuracy are extremely important and vital to patient safety and record integrity. Other factors such as customer service and turnaround times also are important to consider. Ease of access to the records and the prices for the services must be considered as well. If the proper steps are taken, and the companies are fully researched, then the best medical transcription service to meet each medical professionals individual needs will be easy to identify and can be picked with confidence.