If you have outsourced your medical transcription work either domestically or to an offshore country, it is important that you receive back the finished transcripts in time. This is possible only when the system of transfer of files to and from the client is well planned and organized. There are different technologies and methods that one can choose from. Depending on the available infrastructure and the convenience, expenses, time available and other factors, we must adopted from one of the below mentioned methods for getting back the finished transcription files.
Here is a list of the seven different options for delivery of the files;
- As Paper documents
- By e-mail
- Modem transfer
- Web access method
- By fax
- TASP
- By FTP (File Transfer Protocol)
Needless to say the paper documents /transcripts can be delivered physically by post or courier if it is preferred by the client. If your client is on the same floor and wants the attested transcripts physically delivered as paper documents then that is a possibility. I have personally delivered attested transcripts for a client who waited for me in court where the transcript had to be presented within 24 hrs.
Email is an option for delivery only when you are dealing with a small client and when time is not an important factor. However sending files via e-mail require 128 bit encryption so that all sensitive patient information is always kept secure and confidential.
In the modem-to-modem transfer method, files are transferred from a computer directly via phone lines into a database ata hospital/clinic. Factors to be considered while adopting the modem transfer method should include,
- Modem speed
- Firewall /network penetration
- Phone charges
The web access method is similar to the secure socket layer method that is used by banks. This type of access is given only to selected personnel within a large medical facility/hospital. It is a very easy method of access using various search criteria and in web browser. The records can even be edited using the originally dictated voice file.
The TASP (Transcription Application Service Provider) provides end-to-end technology solution from the physician to the MTSO (or hospital transcription manager) to the medical transcriptionist and back, all with a high level of security and work flow automation. It invests in servers, firewalls, and software / security technologies, including T1 voice and data connectivity.
In the FTP methods, files are either "pushed" or "pulled" from one PC to the other using the Internet. Using just the local Internet connection this method helps in avoiding telephone charges. The transcription company will have installed a transcription database into which files are delivered.
The author of this article is Ricci Mathew of
OSI (
Outsource Strategies International), a US based company that offers services in
Medical Coding, Medical Billing and
Medical Transcription for clients across the US.
