faq - Medical Transcription
 

Medical Transcription Doctor’s questions

How do I dictate?

How do you manage voice files?

How do I take get back or download my transcriptions?

Can we use Handheld Device?

Transcribed files availability?

HIPAA compliant?

Any specific systems requirements?

How can we download or view transcribed documents?

But what about Internet security?

Do you have any backup facility for your dictation and FTP servers in case there is a crash in your server?

What is the turnaround times (TAT) that you grant for your job?

Customer Service?

What is the cost of your service?

Line definition for Transcriptions?

Is there any other hidden or setup costs involved?

Trial period?

Do your medical transcriptionists sign confidentiality agreements?

Do you take up STAT work?

How do I sign up?

How do I dictate?
Dictations can be sent to us in 2 ways:
Toll Free Dictation: Our toll-free telephone service is available 24/7. As soon as the dictations are done they are saved on to our server.
Hand Held recorders: You can use hand held digital recorders and once you are finished with the dictations, you can upload them via our custom software. This is available for you at no charge and takes 15 minutes to install on your local computer. As soon as you connect the hand held device the files will be uploaded to our secure FTP server.

How do you manage voice files?
A 4 digit user id is assigned to each doctor at your facility. Once we receive the voice files, we use our custom software to assign to MT/Editor assigned to your account automatically.

How do I take get back or download my transcriptions?
We give you several options to download/view completed documents:
Email: The simplest way of sending dictations is via secured email. This method is usually used by single practice practitioners for the sake of convenience.
Website: You can login using secure user id/password from our website anytime. You can print, edit and fax online.
Direct typing onto EHR: We can directly login into any EHR and type directly so that the chart note is complete. We only edit the document and you can do a sign off after we finish typing. This is a custom solution and is customize for each clinic or group.
Integrating into any EHR: This option for large groups and hospitals. We integrate with any EHR system using HL7 and implement a custom solution to send/receive information. We will receive ADT information to our Medical Transcription platform and send the documents back using HL7.

Can we use Handheld Device?
If you prefer to dictate using Handheld device, we suggest Olympus as it's proven device for dictations and many of our clients have been using with no problems.

Transcribed files availability?
We keep the transcribed files in our system for more than 2 years.

HIPAA compliant?
Yes, we are 100% HIPAA Compliant.

Any specific systems requirements?
We request you to have the following basic setup at your office/home;
1. Computers with Windows XP or later version
2. Internet Explorer 7 version or later version
3. A broadband or DSL service.
4. A handheld device(If you prefer handheld device for dictating)

How can we download or view transcribed documents?
We give you a convenient option of downloading or viewing online. You can also edit online. You don't even need MS word to view/edit documents online. We also give you email option to send documents via email.

But what about Internet security?
Every message, emails, letter or phone calls that we make is securely guarded by 128 bit Secure Socket Layer encryption (SSL).

Do you have any backup facility for your dictation and FTP servers in case there is a crash in your server?
All voice files and documents are backed up every day to our backup servers.

What is the turnaround times (TAT) that you grant for your job?
We give a 24hrs guarantee, but they are ready in less than 16hrs from the time of uploading into our system.

Customer Service?
Our customer service is available via phone and email 24hrs a day.

What is the cost of your service?
We like to be very competitive and try to save money for all your transcription needs. As we have different types of clients we customize a solution for each of our clients.

Line definition for Transcriptions?
A line in transcription is of 65 characters. This includes spaces.

Is there any other hidden or setup costs involved?
NO.

Trial period?
We give One(1) week of free unlimited dictations.

Do your medical transcriptionists sign confidentiality agreements?
Yes, all of our transcriptionists and other staffs sign on non-disclosure and confidentiality agreements prior to getting employed with us.

Do you take up STAT work?
We do and our STATS are 2hr TAT(Turn Around Time).

How do I sign up?
Call 1-877-9Datatray or you can fill information on this page.
You can also send an email to info@datatray.com

 

 
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