Ask The Right Questions

In choosing a transcription service, you should always remember that you are paying for service and attempting to get service with a smile. Here are some important questions to ask:

• Does the agency use tapes or a digital dictation system?

• Does the agency work with clients who wish to upload sound files from a digital hand-held recorder? If so, do they furnish the device or do you have to purchase it yourself?

• If so, what model of digital hand-held recorder do they prefer to work with?

• If you use a digital hand-held recorder, will they provide technical support for the upload process?

• Is their upload process HIPAA-compliant?

• In an emergency, can the agency handle dictation from tapes?

• Is someone available at all times for technical support?

• Does the agency have a standard contract?

• What kind of turnaround time is the agency willing to commit to?

• Does the agency count Saturdays, Sundays, and holidays as working days with regard to turnaround time?

• How many people will be transcribing your work?

• Have the transcriptionists who will be assigned to your work had sufficient experience with your area of expertise?

• What type of word-processing software do the agency's transcriptionists
  use?

• How does the agency deliver the finished product?

• For what period of time does the agency electronically archive files containing your transcribed reports?

• Does the agency have a system for tracking reports?

• Will the agency work with you to improve the quality of your dictation?

• Can the agency reproduce your letterhead as part of a computer-generated
  template?

• Is there a minimum monthly payment required?

• Is the agency using live medical transcriptionists or running dictation through a speech recognition engine?

• Who has ownership of the transcribed reports?

• Will your transcribed reports be used for data mining purposes? If so, how do they protect patient confidentiality?

• Will the work be transcribed in the United States?

Next: Negotiating A Rate

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