Cases: Same Day Medical Transcription

Same Day Transcriptions offers special dedicated services to our corporate medical transcription clients. From scalable hospital transcription to personalized service for large group practices and more, we can create a solution specifically designed to meet your organization’s needs, at a price you will find reasonable. The following are brief case studies of some of our medical transcription clients, describing the organization’s specific needs and a description of Same Day Transcriptions’ customized transcription solutions. Please contact us on our corporate transcription line at 856-656-0416 to discuss your organization’s specific needs and a customized solution to meet them.

MedCentral Health System

Hospital Transcription Service

Summary: MedCentral Health System is a 351 bed healthcare organization with two hospitals and medical clinics throughout north central Ohio. They needed a reliable hospital transcription service to interface with their in-house transcription department to manage their hospitals’ medical dictation and transcription.

Special Needs: Strict turnaround requirements and scalable capacity to meet the growth of the hospital and its outlying clinics. Customized formatting and organization of reports. Reliable and flexible availability to compensate for in-house staffing shortages.

In February, 2004, we were first contacted by MedCentral Health System to help them catch up on two months of backlog medical transcription. MedCentral had been relying solely on their own hospital transcription department, but with a growing patient population, they sought an outsource transcription service to safeguard against future work backlogs and to cut transcription costs.

Top three service objectives:

  • Catch up on backlog transcription quickly.
  • Flexible and scalable medical transcription outsourcing company to turn all work around within 24 hours.
  • Deliver chart-ready transcriptions (no need for internal editing).

Same Day Transcriptions designed a customized hospital transcription workflow for MedCentral, with scalable capacity and Dedicated Transcription Account Management (DTAM) with key focus on:

  • Formatting specifications
  • Optimized workflow for fast transcription turnaround
  • Multiple backup systems and staffing for fault-proof continuity
  • Triple-proof accuracy™ process to eliminate hospital transcription staff reviewing time

Results:

  1. Completion of two months’ backlog transcription in two weeks.
  2. Reduced hospital transcription costs.
  3. Reliable hospital transcription partner to handle the organization’s growing needs.
  4. Flexible backup to compensate for staff vacations, sick days, turnover, growth.

Davis Monthan Air Force Base

Military and VA Medical Transcription Service

Summary: Davis Monthan Air Force Base (DMAFB) contacted us in June 2004 in search of better transcription rates, flexible terms of service and hands-on customer support. They also expressed an affinity toward doing business with a Service Disabled Veteran Owned Business.

Special Needs: Personalized service to set up, train and support frequently changing clinic personnel “on-the-go.” Prompt response to special service requests and ability to expertly transcribe a wide variety of medical specialties. Strict adherence to HIPAA medical transcription policies and complete data security at all times.

When DMAFB called us, they were just finishing up a three year contract with the largest medical transcription companies in America. They felt that the transcription rates they had been paying were higher than average. Now, they wanted to find a government and VA medical transcription service with flexible terms that could lower their transcription costs, deliver HIPAA medical transcriptions, and support frequently changing personnel.

Top three service objectives:

  • Reduce transcription costs.
  • Deliver chart-ready reports (no need for internal editing).
  • Fast activation and deactivation of user accounts (as staff changes).

Same Day Transcriptions addressed the Air Force Base’s needs with customized terms of service. Key service points that addressed their specific needs included:

  • Reduced transcription rates
  • HIPAA medical transcription
  • On-demand addition and deletion of new dictator accounts as staffing changes warrant
  • Open-ended service agreement
  • Triple-proof accuracy™ for quick doctor review

Results:

  1. 22% savings from previous transcription rates.
  2. User-friendly, HIPAA medical transcription system for fast transcription access
  3. One-hour account activation for new dictating providers; instant deletion of accounts no longer needed.
  4. Flexible terms of service to accommodate future needs.

Bone and Joint Clinic of Southern Oklahoma

Online Medical Transcription Services for Large Groups

Summary: The Bone and Joint Clinic of Oklahoma (BJC) is a high volume orthopedic group with multiple providers. They needed a fast transcription service that could quickly fix their transcription backlog and turn all future work around in 24 hours or less.

Special Needs: Online medical transcription services that they can trust to consistently and reliably stay current with their daily patient reports. Expert knowledge of orthopedic transcription, including experience transcribing independent medical evaluations and medical-legal reports. User-friendly online transcription system for a fast, easy transition for the doctors and staff.

BJC called us in September 2005 with a severe transcription backlog. Their current medical transcription service was unable to keep up with the group’s growing volume. Furthermore, STAT transcription service was not an option. They wanted an online medical transcription service that could quickly master their formatting requirements and keep their transcriptions up-to-date.

Top three service objectives:

  • Catch up on transcription backlog
  • Fast transcription turnaround – within 24 hours
  • Honor occasional STAT transcription requests

At the start of service for BJC, the first order of business was to obtain the doctors’ formatting requirements in order to quickly catch the group up on backlog transcription. Same Day Transcriptions then set up a secure file transfer method that allowed BJC’s office administrator to send all backlog files in a single batch. Work started that night and all transcription was current by week’s end. Keys to delivery for BJC to this day are:

  • Trained personnel to meet 150% of daily volume for unusually high-volume days and staffing fluctuations
  • Around-the-clock personnel to accommodate STAT transcription requests
  • Dedicated Transcription Account Manager (DTAM) to optimize workflow
  • Triple-proof accuracy™ to facilitate speedy doctor reviews

Results:

  1. Backlog transcription caught up in five days.
  2. Faster daily transcription turn-around – always within 24 hours.
  3. Reliable STAT transcription upon request.
  4. Dependable online medical transcription service for over four years.

National Musculoskeletal Imaging

Radiology Transcription Service

Summary: National Musculoskeletal Imaging (NMSI) needed a radiology transcription service that could provide around-the-clock service and meet their requirements for fast transcription. They are a high volume Teleradiology service with some readers whose dictation is very fast and can be difficult to decipher.

Special Needs: Advanced skills in radiology transcription were essential to master this account. All work requires turnaround within four hours (and often times faster). Ability to train staff to work directly within NMSI’s Electronic Medical Records system, with very specific guidelines.

When the Chief Operating Officer of NMSI called us in December, 2006, she had one major objective: implement around the clock, fast transcription service and keep up with the group’s high transcription volume. Previously, they had been unable to find a radiology transcription service that could accurately and consistently transcribe their difficult dictations and keep up with their high volume.

Top three service objectives:

  • Master difficult dictation styles of partner physicians
  • Transcribe within NMSI’s Electronic Health Record system
  • Fast transcription turnaround – all work within 4 hours

Ramp-up on this account was fast. Same Day Transcriptions immediately formed a dedicated team of radiology transcription experts and trained them on the online transcription module of NMSI’s EHR. Transcription service began that afternoon. Keys to service for NMSI that continue today are:

  • Trained personnel to meet 150% of average daily capacity to allow for unusually high-volume days and day to day staffing fluctuations
  • Around-the-clock personnel to honor STAT transcription requests immediately
  • Dedicated Transcription Account Manager (DTAM) to optimize workflow
  • Triple-proof accuracy™ to facilitate speedy doctor reviews

Results:

  1. Increased business from referring physicians.
  2. Steady and reliable STAT transcription processing throughout the day.
  3. Immediate delivery of approved reports to referring physicians for better patient care.
  4. Dependable radiology transcription service for three years.

Texas Health and Human Services Commission

HIPAA Medical Transcription Outsourcing for Government

Summary: The Texas Health and Human Services Commission (THHSC) needed a cost effective, HIPAA medical transcription outsourcing company to replace their hospital transcription department.

Special Needs: HIPAA compliant medical transcription process. Flexible transcription capacity for fluctuating volumes of work. Easy set-up to expand service to additional facilities in the state system.

The Texas Health and Human Services Commission first contacted us in November 2006 to deliver HIPAA medical transcription services for one of its state psychiatric facilities. They had been using their own hospital transcription department, but wanted an outsourced medical transcription company that could reduce their costs and accommodate other state facilities as the need arises.

Top three service objectives:

  • HIPAA medical transcription service
  • Reduce transcription costs
  • Easy system to introduce to additional facilities

Same Day Transcriptions set up an online transcription account for THHSC on its HIPAA compliant transcription platform. Free telephone dictation accounts were created for instant addition of new providers at additional sites. Keys of service that stand today are:

  • Strict HIPAA compliant transcription guidelines
  • 150% capacity on account to accommodate fluctuating volumes
  • Triple-proof accuracy™ to facilitate speedy doctor reviews

Results:

  1. Reduced hospital transcription costs.
  2. Trustworthy HIPAA medical transcription outsourcing company to introduce to additional facilities with confidence.
  3. Elimination of overhead costs of hospital transcription department.
  4. Successful rollout of service to other facilities.
  5. Flexible backup to compensate for staff vacations, sick days, turnover, growth.