Frequently Asked Questions

Price

How much do you charge?: With Same Day Transcriptions, you get high-end transcription service for a low-end price. If you shop and compare, you will find that we are uniquely positioned to be able to offer transcription rates in the lower half of all transcription providers, yet we can afford to feature the same technology and even better customer service than the big, higher priced transcription companies. Even more importantly, you can actually talk to and deal directly with the owners of Same Day Transcriptions. Plus, you’ll get a free telephone dictation account, online transcription management and extended data storage. All at no extra charge.; Call us toll-free at 1-866-864-0507 to get your audio transcription rate.
Do you charge set-up fees?: We do not charge transcription set up fees. Custom integrations (HL7) are handled separately.
Do I have to sign a long-term contract?: No, you do not. We choose to earn our clients loyalty every day through outstanding work, not a long-term, binding contract that forces clients to stay with us. Should your transcription needs change, we will help make your transition just as easy as it was when you joined us.

Service

Do I need special digital transcription software or equipment?: will send your digital dictations to us automatically. All you need is a computer and Internet connection. We’ll take care of the rest.
How do I send audio files to you?: You can send your audio dictations to us in five different ways:
Can I use any digital recorder?: Yes. You can use any digital voice recorder you prefer. We accept digital dictations from virtually all makes and models. If you need help selecting one, let us know. We’ll be glad to assist.
Can I use a cassette recorder?: Yes, but we cannot always guarantee 22-hour turnaround with cassette audio transcription. Ask us for more details.
Do you offer toll-free telephone dictation service?: Yes. Our telephone dictation system is toll free and can be used as a primary tool for dictation or as a backup to your digital voice recorder. There are no extra fees for use of our telephone dictation service.
Can you integrate with our existing internal system?: Yes. We can integrate with just about any internal system, and we offer custom HL7 integrations with Electronic Health Records. If you maintain your own computer server, we can automatically place your completed digital transcriptions on it for you. To learn more about our HL7 integration capabilities, please call Rob at 856-656-0416.
How will I receive my transcriptions?: As soon as your reports are complete, they will be posted into your secure online transcription account. Simply enter your username and password and you will see your triple-proofed transcriptions listed there for you, just like using a web based email account.
Can I review my transcriptions online?: Yes. You can open up your reports right on our transcription system. From this window, you can view, edit, and even fax your reports to third parties. When you’re done, simply click to affix your electronic signature individually or by the batch, and then download your reports with just a click of the mouse.
Can you fax reports to us and our colleagues?: Yes. Your digital transcriptions can be faxed anywhere you like. In fact, we can even set your transcriptions to automatically fax to designated third parties for you immediately upon your approval (to referring physicians, insurance companies, etc.).
What if I lose a transcription?: Simply log in to your Same Day Transcriptions account and download your document again. It’s that easy. Your files are backed up multiple times each day and securely stored in our data center.
What customer support do you offer?: You can reach a live person 24 hours a day, 7 days a week. Often, you’ll speak directly with an owner of Same Day Transcriptions. There are no voice-mail mazes to navigate and we speak clear English. If you prefer to communicate by email, we monitor our inbox around the clock as well.
How does your transcription service work?: See an overview of our transcription process here.

Speed

How long will it take to get my reports back?: When you send your digital dictations on regularly scheduled intervals – whether through digital voice recorder, our free telephone dictation service, or place the audio files on your server – you can expect transcription turn-around in less than 22 hours from the time we receive your transmission. For regular work, our average turnaround time currently runs at 14 hours.
Can I request extra fast transcription for STAT turnaround? What is the extra charge?: Yes, we handle a lot of time sensitive transcription projects. Since we never sit on work, we don’t charge extra for the occasional urgent request. It is provided as a courtesy to our clients.

Accuracy

Do you offer quality guarantees?: Yes! We guarantee transcription quality. You can rely on our triple-proof accuracy™ process. All of your transcriptions go through three levels of proofing by experienced editors before being returned to you. You will never pay extra for corrections and there will rarely be any.

Experience

Are you HIPAA compliant?: Yes, completely. All processes, personnel and computer systems follow strict HIPAA compliance guidelines. All personnel receive continuous training on HIPAA compliance and data security. Our facilities are protected 24/7 by a professional security service. Most importantly, because we own all of the infrastructure and all personnel who will be handling your data work directly for us (no third party subcontractors), we maintain complete control over your data at all times.
Do you have a system back-up in case of a power outage or Internet failure?: We have two back-up generators in our transcription facility and rarely have a service delay due to power outage. Further, we employ three independent transcription platforms simultaneously for business continuity. Our web service has delivered uptime of 99.997% over the past two years.; Our computer servers have multiple back-up systems, including remotely located mirrored servers and tape drives to prevent data loss. If you lose data at your site for any reason, you can easily access your password-protected documents in our center 24/7 simply by logging in to your web based transcription account.
How long will my reports be stored and managed?: Your transcriptions will be stored for as long as you remain our client. Your digital audio files will be stored for two weeks – or longer upon your request.