How Human-based Medical Transcription Services improve Healthcare Communication, Care and Efficiency

Medical transcriptionists convert audio recordings of physician dictation into written notes that can be integrated into electronic health records (EHRs). A reliable US-based medical transcription company would have a team of trained and experienced professionals on board that can provide documentation solutions for various specialties. With the incorporation of speech-to-text technology in healthcare, providers can dictate into the electronic health record (EHR) and get clinical notes in real-time, decreasing time spent on documentation.

Despite the advances in voice recognition, human-based medical transcription services continue to play a critical role in the industry and improve healthcare communication.

• Accurate and timely transcription of medical dictation: Medical transcriptionists can provide accurate transcripts of types of all types of medical records and medical documents including patients medical histories, examination reports, discharge summaries, chart notes, psychiatric evaluations, x-ray reports and more. They are well-versed in medical terminology and pharmaceutical aspects and also have superior typing and grammar skills. These skills enable them to deliver error-free transcripts. Review of machine-generated reports by medical transcriptionists also improves their accuracy. Service providers ensure that accurate transcripts are sent in quick turnaround time so that physicians and other healthcare providers have up-to-date information about their patient’s past and current conditions.

• Improved collaboration among healthcare professionals: Interprofessional communication and collaboration plays a key role in healthcare. Complete, accurate and timely patient records enhance inter-physician communication and enable them to develop a proper treatment plan for the patient. Studies have shown that such collaboration can improve patient outcomes by reducing preventable adverse drug reactions and other medical errors^, optimizing medication dosages, and decreasing morbidity and mortality rates. A Robert Wood Johnson Foundation study of 20 hospitals found that by improving interprofessional collaboration between nurses and physicians, one hospital reduced its fall rate in half, cut average length-of-stay by 0.6 days, increased annualized bed turn by 20 percent, and increased discharges before noon by 20 percent.

• Gives physicians more time to focus on patients: Medical transcription outsourcing also streamlines workflows and frees up physicians’ time to focus on their patients. While EHRs can help reduce medical errors, when not used well they can strain the doctor-patient relationship. Time spent on the computer during the consultation takes away from the physician’s face time with the patient. With experts handling their EHR documentation tasks, healthcare providers can dedicate more time to patient care.

• Reduces physician burnout: While the goal of EHRs is to make paperwork easier, a study by researchers from the University of New Mexico (UNM) that covered 282 clinicians reported that EHRs contribute to approximately 40 percent of clinician stress. The respondents appreciated the ability to access and update the EHR at their convenience, but expressed their dissatisfaction about how it led to after-hours EHR time. Using medical transcription services can help busy physicians save time and labor and ensure accurate and timely records of patient interaction and care.

• HIPAA compliance: Reliable service providers will also help physicians ensure that reports comply with medico-legal concerns, policies and procedures. Ensuring the security, privacy, and protection of patients’ healthcare data is critical for all healthcare organizations and personnel. HIPAA compliant medical transcription companies understand the importance of maintaining patient confidentiality have various measures in place for this. This includes ensuring that protected health information (PHI) is stored on secure systems and protected with specific controls such as strong passwords, email encryption, intrusion prevention software, locking down USB ports, etc.

• Customized solutions: Medical transcriptionists can provide quality reports in customized turnaround time ranging from 12-24 hours, which can help ease physicians’ workload to a large extent and importantly, avoid backlog. As they are knowledgeable about medical terminology, anatomy, and physiology, they can provide accurate documentation solutions for all medical specialists according to their requirements, even meeting sudden demands. Transcriptionists’ ability to understand the healthcare professional’s audio recording, correctly transcribe the information, and identify inaccuracies in the transcript is critical to preventing ineffective or even damaging treatment.

• Quality control: Established medical transcription companies have stringent quality control measures in place to ensure the transcribed reports meet the highest standards of accuracy and consistency. The QA process includes three levels of checks by editors, medical editors and proofreaders for 99% accuracy. All transcriptions are also done using software such as the American Drug Index, Stedman’s Electronic Medical Dictionary and the complete range of Stedman’s books.

• Quality, up to date information for patients: The regulations under the Health Insurance Portability and Accountability Act (HIPAA) provide individuals with the ability to access and obtain a copy of their health information. According to new federal rules, health care organizations must give patients unfettered access to their full health records in digital format. Patient access to medical records can enhance patient engagement and also improve patient safety and care quality. Competent medical transcription service providers can help ensure data quality in the EHR.

• Flexibility: Partnering with a flexible transcription company is very important. Reliable service providers offer flexible dictation options such as digital recording and dictation to a toll-free number. They can also meet physicians’ stringent submission deadlines when needed. They are also in contact with the physician always so that they can make any changes to the records as required.

• Cost-effective: Outsourcing healthcare transcription is also more cost-effective than doing it in-house. It can save the overall costs of equipment and infrastructure, salary, HR, benefits, and maintenance and training. With a dedicated third-party transcription provider, the benefits and savings far outweigh the risks and costs.

Human-based medical transcription services are a reliable option to maintain quality EHR documentation that improves collaboration among healthcare providers as well as among providers and patients. When care teams can collaborate easily and effectively, it can streamline workflows and drive improved patient outcomes. With the high levels of accuracy, consistency and timeliness that they provide, human-based transcription services allow health care professionals to focus their efforts on improving patient care.