TranscriptionStar Expertise

In a nutshell, 30 Satisfied Medical Practices will tell you the whole story about our expertise and commitment over the years. We have customers in almost all the specialties. Our account management experts treat every customer as unique and thoroughly analyze and chart the process migration. Our Turn around time of standard 12 hours ( next day morning ) delivery is highly appreciated by all our customers.

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How do we get the Physician dictations sent to us?

Digital Recorders

Upon singing for our service, we provide Olympus Digital Dictations machines to our customers. We also work with various familiar dictation machines held and used by customers. Recorded dictations are then sent to us using our online browser based facility. It is user friendly and boundary less, you can just use Internet explorer, no other software to install and mange.

Toll Free Dictation

We have state of the art dictation server and toll free telephone connectivity to handle customers opting to dictate using telephone as dictation method. It is very handy and suitable for busy physicians working multi locations. Our dictation server takes care of recording, converting and forwarding to the transcription office.

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How the reports and other documents delivered to Practices?

Practices can download reports from our online archival system upon alert email from our office. Upon special request, reports can be forwarded as encrypted attachment to your emails address.

HIPAA

HIPAA defines companies that provide service to Healthcare Providers as Business Associates. Though the guidelines and regulations of HIPAA are not directly enforced upon Business Associates, but rather on the Healthcare Providers, At TranscriptionStar, we are meticulously working on complying to very details of the Security and Privacy regulations of HIPAA. Besides, we are active participants and followers of guidelines by HL7 EHR Security and Privacy Issues and JCAHO

We help the Providers to fulfill the PHI Privacy and Security requirements. We always enter into a written agreement with each physician or physician group that we will honor the privacy guidelines established by HIPAA and maintain technical and personnel safeguards to maintain the security of that data.

Security Guidelines of Administrative Simplification*

Administrative Procedures

Documented formal practices to manage the selection and execution of security measures to protect data and the conduct of personnel in relation to the protection of data.

Contingency – Data Backup, Disaster Recovery, Emergency Mode

Information Access Control – Access Authorization, Access Establishment, Access Modification

Personnel Security – Personnel clearance including custodial services

Security Configuration Mgmt – Hardware/software installation and maintenance

Virus checking

Security Incident Procedures – Report/Response Procedures

Security Mgmt. Process – Risk analysis and Management

Sanction and Security policy

Termination Procedures – locks changed, removal from access lists and user account(s)

Training – User ed. Concerning virus protection and password management

Physical Safeguards

The protection of physical computer systems and related buildings an equipment form fire and other natural and environmental hazards, as well as from intrusion. Physical safeguards also cover the use of locks, keys, and administrative measures used to control access to computer systems and facilities.

Media Controls – Access control, Accountability, Data Backup and Storage, Disposal

Physical Access Controls – Disaster Recovery, Emergency Mode Operation, Equipment Control

(limited access) Need-to-Know Procedures for personnel access

Policy and guidelines on workstation use

Secure workstation locations

Security Awareness Training (including business associates like transcription companies)

Technical Security Services

Include the processes that are put into place to protect and to control and monitor information access.

Access Control – Applies primarily to EMR and includes: Context-based, Role-based, and User-Based

Access, Encryption, and Emergency access procedures

Audit Controls

Authorization Control – Role-based and User-Based access

Data Authentication

Entity Authentication – Requisite: Auto Logoff and Unique User ID, plus at least one of the following:

Password, PIN, Tele-callback, Token, Biometric signature

Technical Security Mechanisms

Include the processes that are put into place to prevent unauthorized access to data that is transmitted over a communications network.

Communications/Network controls – Requisite: Integrity Controls and Message Authentication plus one of the following:

Access Control, Encryption

If using a network, add:

Alarm, Audit Trail, Entity Authentication, Event Reporting

*These are excerpts from Federal Register documentation on Administrative Simplification regarding Security. For comprehensive text, download documentation from the web by clicking here .

Privacy Guidelines of Administrative Simplification*

The Privacy Rule provides the first comprehensive Federal protection for the privacy of health information and is carefully balanced to provide strong privacy protections that do not interfere with patient access to, or the quality of, healthcare delivery.

By the compliance date of April 14, 2003 covered entities (Health Plans, Healthcare Clearinghouses, and Healthcare Providers) must implement standards to protect and guard against the misuse of individually identifiable health information. Failure to timely implement these standards may, under certain circumstances, trigger the imposition of civil or criminal penalties.

Incidental Uses and Disclosures (45CFR 164.502(a))

An incidental use of disclosure is a secondary use of disclosure that cannot be reasonably be prevented, is limited in nature, and that occurs as a result of another use or disclosure that is permitted by the Rule. An incidental use or disclosure is NOT permitted if it is a by-product of an underlying use or disclosure which violates the Privacy Rule.

Minimum Necessary (45CFR 164.502(b), 164.514(d))

The essence of this rule is the conveyance of patient information, in whatever form that conveyance may take (documented, verbal, data transfer, etc.) with the minimum amount of data necessary to meet the current treatment needs of the patient. The Privacy Rule requires covered entities to take reasonable steps to limit the use or disclosure of protected health information to the minimum necessary to accomplish the intended purpose.

Personal Representatives (45CFR 164.502(g))

Under the Privacy Rule, a person authorized to act on behalf of the individual in making health care related decisions is the individual's personal representative. Covered entities are required to treat an individual's personal representative as the individual with respect to uses and disclosures of the individual's protected health information. The personal representative has the ability to act for the individual, exercise the individual's rights, and may also authorize disclosures of the individual's protected health information.

Business Associates (45CFR 164.502(e), 164.504(e), 164.532(d) and (e))

By law, the HIPAA Privacy Rule applies only to covered entities. However, most healthcare providers do not carry out all of their activities and functions by themselves. Often the use of services provided by a variety of other persons and businesses are required. The Privacy Rule allows covered providers to disclose protected health information to these "business associates" if the providers obtain satisfactory assurances that the business associate will use the information only for the purposes for which it was engaged by the covered entity, will safeguard the information from misuse, will help the covered entity comply with some of the covered entity's duties under the Privacy Rule, and help the covered entity carry out its healthcare functions.

A member of the covered entity's workforce is NOT a business associate.

An independent medical transcriptionist that provides transcription services to a physician IS a business associate.

A software vendor only becomes a "Business Associate" when it is required that a company representative view patient data in relation to providing services in the installation or maintenance of computer software. If the viewing of patient data can be avoided in this regard, a software vendor is not considered a business associate.

*These are excerpts from Privacy Rule guidelines created by the U.S. Dept. of Health and Human Services Office of Civil Rights. For comprehensive text, visit the Office of Civil Rights on the web.
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Online Archival

Our HIPAA compliant and secured online facility lets you to access Transcripts anytime anywhere. Transcripts are made available for 12 months in our Archival systems. This facility comes with convenient search options to retrieve patient reports you are looking for. Our organization is an active participant in HL7 EHR Security and Privacy Issues.

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How much it Costs? 10 USD to 12 USD per Hour!

Price is very competitive at Transcription Star. We charge 10 USD to 12 USD per hour depending on the Audio Classification category. We operate our exclusive delivery facility from India apart from our California office. Our pricing and Turn Around Time advantages are appreciated by all of our customers. Our pricing method is one of the best in the industry.

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How do we do the Audio Classification?

We classify the Audio source by following categories.

Category - A

One on One Interview/Speech Lectures/Oral History

Professionally Recorded

Broadcast ready recordings

No Background noise

Neutral Accent

Standard Turnaround

No Time Stamping

Standard Formatting specifications

Verbatim Transcription

Category – B

Group Discussions, Judgments, Telephone Recordings, Court Pleadings, Open air Recordings, Court Depositions

Multiple Speakers

Technical Subject Matter

Recordings with background noise

Recordings with improper mike attachment

Recorded with Armature Recording devices

Standard Time Stamping

ESL Speakers (English as Second Language)

Client Specific Formatting

Subjective Transcription

Category – C

Multiple speakers with indiscernible voice overlapping

Constant Background noise or music

Tough Foreign Accent

Detective Recordings

Extraordinary Formatting specifications (MS Excel, web browser based applications)

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Here is how Cost Estimate done!

We charge 10 USD to 12 USD per hour depending on the category of Audio. Our rates are calculated according to the effort involved for each category.

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Bulk Discounts

We offer significant cost savings up to 10 to 15% for bulk work. Customers with good volume and consistency can avail this offer.

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Here is how Effort Estimation done!

In general Category – A should take 4 to 5 Hours of effort to transcribe, proofread and edit, besides final Quality Check.

Category – B should take 5 to 6 Hours of effort to transcribe, proofread and edit, besides final Quality Check.

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How you can get free Trail done?

Final pricing is arrived by a No Obligation Trial. You can upload trial audio at http://transcriptionstar.leapfile.com

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How to outsource Non Digital – Tapes, VHS, Micro Cassettes?

We handle variety of Standard Tapes, Micro cassettes, Mini DVs, and VHS. We are experts in converting all types of non digital source audio/video into digital. Converted digital files are then sent for transcription. Extra charges are applicable for non digital to digital conversion.

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How do we accept payment?

Paying for service has never been so easy. At TranscriptionStar, We accept all the familiar and easy payment

Credit Card

You can pay at our website upon receiving Invoice from us. We accept all major credit cards.

If you use our service regularly, you can authorize us to process payment from your credit card. We will require your Card #, Name that the card is registered to, and Expiry date.

Pay Check

You can post pay checks to our California office. Scanned copy of the pay check should be emailed to us for our records.

PayPal

We accept PayPal.

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File types we accept…

Preferable digital format is MP3.

We accept all the familiar audio and video types. It is always better to let us know what recording device and model is used to record. It will help us to use appropriate software to play and transcribe.

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Upload Instructions

Our system can handle up to 1 GB at a time. But, it is advisable to limit between 100 to 150 MB per file. We recommend compressing using any zip applications and upload into our file server.

How to record for Medical Transcription? Here is a complete Guide….

Getting quality transcription document practically finding its roots from recording it with best possible methods. Here is a best recording guideline resource

http://www.soundportraits.org/education/how_to_record/

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Notations and Format

Unless until specified, we follow the below standard notations and document rules:

• We transcribe verbatim. We type whatever heard including umms.. ahhs and pauses
• Doubtful words will be marked (?) in the beginning and end part of the doubtful sentence
• Times New Roman will be used as standard font
• One to one interviews transcribed as question and answer format without identifying names
• Indiscernible parts of audio are marked as (Indiscernible) in the transcript.
• Time coding/Stamping done only upon request.
• Nouns and Proper Nouns will be transcribed to the best of judgment, it is denoted by first letter in capital
• We follow standard US spelling and style.

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