Medical transcription: Steps for easy transition to outsourced services

The role of medical transcription in both the operational and commercial aspects of healthcare is undeniable. Outsourcing medical transcription has been found to be an easy, economical, efficient and effective to the process of medical records creation. However the process of choosing the right medical transcription service provider needs a certain process so that it can result in a fruitful and long-term association.

The steps leading to successful outsourcing of medical transcription are:

Defining the purpose of outsourcing medical transcription: This part of the outsourcing process is very important and often overlooked. Overlooking this step in the process of outsourcing can result in:

1.                             Unrealistic expectations: Outsourcing medical transcription can help the healthcare facility in many aspects. But focusing only on factors like reduced cost and ignoring quality can result in outsourcing expectations not being met.

2.                             Inadequate customization: Healthcare professionals of different specialties may have specific requirements. These may not be included while customizing services if the purpose of outsourcing is not clearly defined

3.                             Loss of productivity: Not defining the purpose of outsourcing medical transcription can result in certain tasks being overlooked and resulting in loss of productivity

Consulting the people involved in or affected by outsourcing medical transcription: Outsourcing medical transcription affects personnel of several departments of the healthcare facility. It is important to involve all the people in the process of outsourcing to ensure success. It is important to not only consult the healthcare professionals and support staff, but is also vital to include the inputs of the Information technology, administrative, management and finance departments to gain maximum from outsourcing medical transcription

 Defining the desired outcome from outsourcing medical transcription:

1.                             Reducing cost of medical transcription

2.                             Accuracy levels

3.                             Desired turnaround time

4.                             Formals/templates/fonts

5.                             Document delivery modes

6.                             HIPAA/HITECH compliant transcription

7.                             Adoption of EMR/EHR

Designating key people for implementation: Transition for outsourced medical transcription services can require some adjustments. To ensure smooth transition it is important to designate key people who can coordinate with the medical transcription service provider staff to ensure seamless transition.

Starting the process of outsourcing: To actually start the process of outsourcing medical transcription it is important to undertake the following steps:

1.                              Technology adjustment

2.                             Familiarizing healthcare professionals and support staff with uploading dictation and downloading finished transcripts

3.                             Establishing open channels of communication with the medical transcription service provider.

Outsourcing medical transcription is an important decision and following the due process can result in satisfactory outcome for all the parties concerned.