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  Medical Transcription - FAQ
Medical transcription is the process in which the medical records that are dictated by doctors, others are converted to documents in required format.

1. What options does your medical transcription service offer for dictation capturing?
2. What time your toll free dictation system can be accessed?
3. Do you provide HIPAA complaint medical transcription services?
4. How can be the dictation transferred to you?
5. What security measures are taken by you while transferring the data?
6. Are there any redundancies for your dictation and FTP servers?
7. How are your fees based on?
8. Do your medical transcriptionists sign confidentiality agreements?
9. What quality measures do you undergo?
10. Do you have any sub-contractors for our transcription work?
11. How long do you maintain our dictations and transcripts?
12. How long you take to accommodate us?
13. How can I be confident of your Internet security issues?
14. What is the turn-around time of your medical transcriptions?
15. What is your average turn-around time?
16. What turnaround time do you offer for STAT?
17. What is the cost of your service?
18. How much can I save by outsourcing transcription services to you?
20. Do you charge more for STAT?
21. What are the payment methods?
22. Do you have any references for your service?

1. What options does your medical transcription service offer for dictation capturing?
Dictation can be done directly into our dial-in dictation servers via toll free telephone line, via cell phone or even through digital handheld recorders.

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2. What time your toll free dictation system can be accessed?
Our dictation systems can be accessed on 24x7 basis and dictate your records from anywhere and at anytime by using a touch-tone phone or a cell phone at your convenience.

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3. Do you provide HIPAA complaint medical transcription services?
Yes. We are a HIPAA Certified Medical Transcription entity. We have executed some technical as well as administrative actions following the HIPAA regulations in order to safeguard the privacy and personal health information about the patients. Please visit HIPAA in the Web-menu options for more details.

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4. How can be the dictation transferred to you?
If you use the toll free dial-in systems, our transcriptionists can access your dictations immediately after completion of your dictation. Otherwise your dictations can be uploaded to our secured FTP servers, if handheld recorders are used for dictation.

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5. What security measures are taken by you while transferring the data?
128 SSL encryption 256-bit AES encryption of data is performed whenever data leaves or enters the secure servers at your location or at Vennar.

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6. Are there any redundancies for your dictation and FTP servers?
Yes, our secured servers are built with fault tolerant, mirrored drives. So we have a ready redundant system in case of any failures and a backup system if primary system fails.

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7. How are your fees based on?
Our fees are normally based on per line, but we also offer quote per minute of dictation, etc., depending on client requirements. We can even offer a fixed price per template, if the templates and dictations are standard.

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8. Do your medical transcriptionists sign confidentiality agreements?
Yes, all of our transcriptionists and other staffs sign on non-disclosure and confidentiality agreements before working with us, which is effective for two years, post their disassociation from the company.

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9. What quality measures do you undergo?
We have three levels of quality check performed by our Editors and Quality Controllers. The Transcribed documents are checked for any spelling errors, omissions, formatting, templates, medical terminologies etc., before they are uploaded.

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10. Do you have any sub-contractors for our transcription work?
No, every transcriptions are processed in our office in-house to have better security and control over patient information.

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11. How long do you maintain our dictations and transcripts?
We usually delete voice files in every 30 days and the transcripts in every six months. Although, it is left to the clients to decide how long we should archive their dictations and transcription charts.

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12. How long you take to accommodate us?
We accommodate you with up to 50 doctors immediately and every week we can add 10 doctors. But this can be discussed and decided based on the requirements and migration period.

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13. How can I be confident of your Internet security issues?
All communications between your computer and our server is protected with Secure Socket Layer encryption (SSL). No one can “listen in” the conversation between the computers. This can be confirmed by looking for the little padlock icon used by the Netscape and the Internet Explorer to designate a secure site. When the customers (doctor/physician practice) are registered with us, advantage of this security is assured and the total data and patient information will be encrypted.

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14. What is the turn-around time of your medical transcriptions?
General transcriptions will be available in 24 hours turn-around time.

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15. What is your average turn-around time?
We provide excellent turn-around time between 3 and 48 hours depending on the necessity of the situation and agreement with the client. However, our average turn-around-time for a 24-hour TAT is ~ 20 hours.

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16. What turnaround times do you offer for STAT?
We provide 3 hrs to 6 hrs TAT for STAT reports.

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17. What is the cost of your service?
We normally charge on the basis of turnaround time and per line, holding the Billing Method Principles approved by the Medical Transcription Industry Alliance in 2001. The real rates come very economic in comparison to in-house or other outsourced agencies, at least 10-30%, because of innovative use of transcription methods like template, and smooth & informed workflow. We can offer a suitable techno-commercial quote after we have established a "scope of work." It is impossible to provide one standard price without properly understanding each client’s needs. Please call us to get an understanding where and how can we save costs for you with making better workflow.

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18. How much can I save by outsourcing transcription services to you?
Our research indicates that the in-house transcriptions can cost as high as 20-22 cents per line. Our service can run as low as 8* cents per line FTP to FTP.

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19. Are there any other fees included?
If the customers need any other services like Online Database Search Engine, Customized Template Design and Development, Customized Solutions or Integration with the existing software, etc. then these services will be offered at an additional and affordable price.

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20. Do you charge more for STAT?
YES. It will be more depending on TAT and specialty.

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21. What are the payment methods?
Payment can be made by either by check or wire transfer fortnightly.

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22. Do you have any references for your service?
For the new customers who are interested in evaluating our services, we provide them with some of our existing customer contact details.

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