If you are looking for a way to expedite the operations of your practice, you may have thought about hiring a transcription specialist. This is a great way to save time, improve patient satisfaction, and improve revenue billing cycles. At the same time, there are a lot of transcription specialists available. How can you choose the right one to meet your needs? Take a look at a few important points below.
What is a Transcription Specialist?
A transcription specialist will listen to voice dictations of providers for patient visits and transcribe the notes into the medical records system. That way, providers do not need to perform a series of point and clicks in the EHR system to document the patient’s visit. They can simply review the completed note at their convenience. This can ensure complete and accurate patient notes which can save time and improve patient satisfaction.
How can you make sure you hire the right transcription specialists for your team?
1. Learn About Their Level of Expertise
Before you hire a medical transcription specialist, you need to learn about their level of expertise in the medical field. That way, they will have an easier time interpreting the medical terminology they will hear.
You should also ask for a specific transcription specialist who has experience in your specialty. For example, the terms commonly used during a pediatric primary care visit are probably going to be different compared to the terms used during a neurosurgery operation. That would be even better if you could find someone who has experience transcribing notes in your specific specialty.
2. Inquire About Data Security Procedures
If you work with a medical transcription specialist, they will need access to protected health information. You want them to protect that information just as you do, so you need to ask about data security procedures.
You need to work with a quality transcription team that places a high emphasis on data security. They should have documented procedures in place, and you should ask to see those procedures. You should also ask about the security procedures and inquire about their technology to protect your information. That way, you make sure that you follow all relevant HIPAA rules and regulations.
3. Ask About Their Turnaround Time
In addition, you should ask them about their turnaround time. How long does it take them to transcribe something into the medical record system for you? For example, if a lab result is dictated in the morning, how long does it take for the transcription to show up in the chart? Or, if you complete an operation in the operating room and you dictate a voice recording using the operating room phone, how long does it take for that completed transcribed operative report to show up in the patient chart? The shorter the turnaround time, the better.
4. How the Time Changes With the Workload
Similar to other fields, your patient volume can fluctuate. As the patient load fluctuates, how does the turnaround time change? For example, if you work in a pediatric office, the office is probably busier during the winter when compared to the summer. This has to do with the rise in cold and flu cases. If the workload increases, is the transcription specialist and service able to handle the increase in volume? You should learn more about this before you decide to hire them.
Work With DataMatrix Medical for All Transcription Needs
Ultimately, these are a few of the most important tips when deciding to choose a professional medical transcription service to help you versus an individual transcriptionist. At DataMatrix Medical, we have a tremendous amount of experience working with various medical providers. We use the latest security protocols to ensure your patient’s health information is properly protected. Contact us today to learn more about how we can help you with all of your transcription needs.
Nathaniel Smathers is a contributor to the DataMatrix Medical blog and has a background in healthcare content creation for over a decade. Nathaniel is passionate about exploring the intersections of healthcare, data analysis, and digital innovation.
