Evaluating the Effectiveness and Utility of Online Medical Transcription

Online medical transcription services provide healthcare professionals with a convenient and efficient way to convert audio recordings into written documents. These services often use a combination of human transcriptionists and advanced technology to ensure accuracy and fast turnaround times. By outsourcing transcription tasks, medical providers can focus more on patient care and reduce administrative burdens. Additionally, online services offer flexibility, allowing transcription to be done remotely, which improves workflow and saves time. They also ensure compliance with confidentiality and privacy regulations like HIPAA, safeguarding patient information throughout the process.

To determine if online medical transcription services are a suitable choice for your practice, it is important to first understand how these services work, what they provide, and the costs involved.

How do Online Medical Transcription Services Function?

Transcription involves converting speech, thoughts, or recorded data into written text. This process has been in use for centuries, particularly in legal and research fields, where transcriptionists produce written records from various spoken or recorded sources. Medical transcription, while not new, gained more prominence with the rise of electronic health records. Today, medical transcriptionists create detailed medical notes and clinical documentation from a provider's speech. Many healthcare providers use online platforms to access transcription services, either by sending recordings of entire patient visits or by dictating notes after the visit.

Transcribing an Entire Visit

Sending a full audio recording of a patient visit has become less common, though still used occasionally. Some healthcare professionals use recording devices, like smartphones, during patient visits. Afterward, they send the recording to an online transcription service, which then extracts and logs the medically relevant information for the patient's record. The main drawback of this approach is the cost, as most transcription services charge based on the length of the recording, which can include non-essential content. This is why providers increasingly prefer dictating their notes after the visit.

Dictating a Visit

In this method, providers shorten the length of the recording by dictating the relevant information after the patient has left. This requires them to sift through all the details from the visit and organize them into a clear dictation before sending it to the transcription service. This approach reduces the length of the transcription, but providers still end up doing a significant amount of work in preparing the file for transcription. While dictating can be easier than typing, some providers find that the effort involved does not always make the cost worthwhile.

Cost

As mentioned earlier, online medical transcription services usually charge based on time, length, or word count. When charged by the minute, providers typically pay between $0.75 and $1.50 per minute of recorded audio. If charged by the line, the price can range from 7 to 12 cents per line of transcription. Alternatively, some services charge by the word, with costs averaging around 5 cents per word. Although the pricing model may vary, the overall cost of outsourcing transcription remains relatively consistent, regardless of how it's charged. Providers should weigh these costs carefully before choosing an online transcription service, as there are other factors to consider.

Documentation Turnaround Times

How long are you willing to wait for your completed transcription? Some companies claim a 24-hour turnaround, but if dictation is done after hours, it can take longer to complete. Expedited services are available for a fee, but many providers prefer to pay for faster processing to ensure their documentation is ready within 24 hours. This often results in higher costs and longer waiting times, creating a cycle that can become unproductive. Data security risks related to the transmission of sensitive patient information are another concern for many providers when using online transcription services.

Data Security

Patient privacy and data security are increasingly important in today’s digital age. While many online transcription companies operate within the U.S., the work is sometimes outsourced to countries with lower labor costs, potentially exposing sensitive data to greater risk. This is especially true in cases where these companies are not as regulated as those in the U.S., which could make them less liable in the event of a data breach. Healthcare organizations have recently been held responsible for breaches even if the data was not directly handled by them, leading to a growing need for careful vetting of any third-party services.

Alternative to Online Medical Transcription Services 

So, are online medical transcription services still a good choice? It depends on the needs of the provider. Despite some drawbacks, many find them helpful. However, there may be a better solution available. At SOAPsuds, we've developed an AI-powered system that combines the best aspects of medical transcription, speech-to-text, and medical scribes into one tool. Instead of dictating, SOAPsuds listens in on patient interactions, automatically extracting the relevant medical information and producing finished medical notes directly for your practice. This allows healthcare providers to focus more on patient care without the burden of extensive documentation. Interested in learning more? Visit us for a demo or to get started.