How a Medical Practice Saved Time and Money with DataMatrix Medical’s Medical Transcription Services

As a medical transcription company, we hear the same frequent complaints from medical offices who feel bogged down by all the documentation they need to complete daily. With healthcare regulations constantly changing, it’s difficult for any practice to maintain compliance and give superior patient care at the same time.

We have been at the forefront of medical transcription services for more than 20 years, so it’s safe to say we’ve seen it all when it comes to medical transcription. This is why we’re strong advocates of customized solutions that work for doctors and patients alike.

Of course, it’s one thing for a medical transcription company to make promises about how much time and money they can save a medical office. It’s quite another to deliver those promises to a client. To show our solutions in action, here’s how we helped one company turn their transcription services around.

About the Client

The client is a medium sized specialized medical practice, which we will refer to as Client B throughout this article. This client has multiple locations for their practice, with 25 total providers spread out across their multiple locations. Their physicians provide specialty care to their patients, which is why Client B sought out a different kind of specialist when it came to their transcription needs.

When not performed correctly, transcription can be a constant source of confusion, stress, and mistakes. This client had already hired a different medical transcription company in an effort to increase their office’s efficiency. However, Client B was having consistent problems when it came to getting the information they needed from their transcribers. Needing to find a solution quickly, Client B decided to contact DataMatrix Medical to see if our services could meet their needs.

The Issues

The point of a transcription service is to increase an office’s efficiency while providing correct and complete documentation. It relieves staff from having to keep track of countless details for each patient and allows doctors to feel more confident when making decisions for patient care. However, Client B wasn’t seeing any of these benefits from their previous medical transcription company.

They couldn’t rely on their transcription partners to get their reports in on time, which created a time lag in patient charts. For example, a doctor at Client B’s practice may make a recommendation on Monday and may not see the update until Thursday. This ultimately required Client B to repeatedly ask the transcription service provider for immediate reports, or Stat reports.

Punctuality isn’t just a professional recommendation in the medical world—it’s a necessity. If a medical staff can’t get the updates they need in a timely manner, they’re forced to either delay treatment or make guesses based on the information they do have. When Client B spoke to us, we understood their need for a transcription company that could produce reports expediently, with next day turnaround and even same day delivery of Stat reports if needed.

Their main concern was to increase communication and to find a company that could deliver by their deadlines. We had much bigger plans for Client B, and knew we could help them beyond their immediate needs.

Our Approach

At DataMatrix Medical, we always start by intently listening to what the client is looking for before evaluating how to use our strengths to their advantage. In the case of Client B, we knew that the problem didn’t revolve around receiving Stat reports. It had everything to do with the time lag between updating their records, which resulted in the need for immediate Stat reports. By eliminating that lag, Client B would know that their patient files were always up to date (and they’d rarely, if ever, have to ask for a Stat report again.)

To fix this ongoing issue, we guaranteed Client B next-day turnaround for all their patient files. Once we did this, the need for Stat reports practically disappeared.

By using our medical transcription services, Client B was able to get reports uploaded directly into their EHR. Any discrete data could be entered into the correct individual fields so all information was available, organized, and easy to find. Finally, we made it possible to divide sections of our reports into the different sections within the patient’s chart. Client B was relieved to find that we could work with their process to find a customized solution that worked for them. They were also impressed with our responsive customer service and our ability to tailor our company to theirs.

The Results

Saved More Money

Client B may not have known it at the time they contacted us, but they had vastly overpaid for their previous transcription service. Just by switching to DataMatrix Medical, Client B saved themselves a fifth of their medical transcriptionist budget—a full 20 percent! They also saved themselves the aggravation of chasing down reports and the inconvenience of needing missing reports immediately. They had consistent, accurate records for their patients, so they didn’t have to second-guess themselves about patient care.

There is an unforeseen cost of poor medical transcription services that medical offices don’t realize until it’s too late. Part of this is because many medical transcription errors are easily corrected at the moment, and part of this is because doctors don’t quite understand how much time they’re losing in the long-run. But these time delays and errors add up to frustration and impatience, which can cause mistakes and contribute to physician burnout.

Saved More Time

Client B was not only able to spend more time with their existing patients, but they were also able to start adding more patients to their practice. We managed to save the staff so much time that they were able to increase their workload without jeopardizing their work-life balance. The less hassle and more wiggle room a physician has, the more likely they are to achieve job satisfaction. These were the types of results that we were aiming for when it came to helping Client B with their transcription needs.

In addition to increasing staff satisfaction, our results also increased patient data security for Client B. Our quality assurance ensures that doctors have all the information they need right at their fingertips, which can help them avoid security incidents and breaches as well as legal implications. This attention to detail allowed Client B to rest easy about the accuracy of their data.

Summary

Client B was having trouble with their transcription services before they decided to contact us to learn more about our company. They were in need of a medical transcription company who could deliver accurate work in a timely manner. We not only heard their requests, but also went straight to the heart of the problem. We offered Client B a solid guarantee of a next-day turnaround when it came to their transcriptions. This virtually eliminated their need for status reports and freed up the staff’s time immensely.

Client B’s doctors were able to see more patients a day, and the office was able to save a full 20 percent on their services. We were able to offer better work at a lower price because we focus on making our systems as reliable as they are efficient. Our technology made it possible to integrate with Client B’s systems, so they could get the updated EHRs as soon as possible.

The changes we were able to make for Client B can be made for your practice, too. We have developed our customizable solutions to meet the specific needs of your practice. Whether you need medical transcriptions services, document management, coding and billing assistance and more, our team can help.

Ready to learn more about the effectiveness of our medical transcription services and how it impacts our clients? Download our free case study!

 

Content was originally published on February 1, 2018. Content was refreshed on July 11, 2019.