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Frequently Asked Questions


  1. How long has your company been in business?
  2. Where is the transcription being done?
  3. How do we get the dictation to you?
  4. What if the doctors don't agree on the method?
  5. How do we get it back?
  6. What if we pull a chart and the note is not there?
  7. What if the doctor needs a chart at another location?
  8. How is the transcription done?
  9. How much does it cost to get started?
  10. How soon can we get started?
  11. What about HIPAA?
  12. How is your transcription billed?
  13. Our existing transcriptionist has been with us for a long time and is very good, but cannot keep up with our growth. What would you do?
  1. How long has your company been in business?
    We have been in business since 1999, with over 200 employees.

  2. Where is the transcription being done?
    In the USA and India. The company in India is our own company and they only do our transcription. The quality is tightly monitored. We also employ certified medical transcriptionists in the USA for quality control. All technical support is done out of our office in Oakland, California. We are confident in our ability to provide you with the best possible service. References are available upon request.

  3. How do we get the dictation to you?
    You can use our 800 number to call us or you can use an Olympus digital recorder. If you use the recorder you just put the sound file on your PC with the included cradle or cable and our software will send it to us over the internet, fully encrypted.

  4. What if the doctors don't agree on the method?
    That is not a problem. Each doctor can choose the method that best fits the way they prefer to work. They can even use both methods. It does not matter to us whether we receive the recording over the telephone or via the digital recorder.

  5. How do we get it back?
    You just go to your practice's web page and hit the retrieve all button. All transcription that is available will be sent to your PC as Microsoft Word documents. You can then print, send, edit, archive, fax or import the documents into your EMR program. If you need assistance importing the documents to your EMR program our programmers can assist you.

  6. What if we pull a chart and the note is not there?
    A nice feature of our program is that we have a library page. We store all documents and sounds files on this portion of your web page for 30 days. Just go to the page and use the search feature. Once the document is located just retrieve it again.

  7. What if the doctor needs a chart at another location?
    Documents can be retrieved multiple times. This is also helpful for practices with multiple locations. If a doctor was at location A on Monday but wanted to read his dictation from location B on Tuesday, he can. The same transcribed report can be filed in the patients chart at location A. A lot of our physicians also work from home.

  8. How is the transcription done?
    We listen to every recording. Each practice is assigned a team of transcriptionists that is familiar with the specialty. We like to have the same person do the same doctor every day with the team providing backup for that doctor and specialty to cover vacations and illness.
    All transcription is customized for the practice based on your letterhead paper, office notes, templates, etc. We will also send back a separate file to print envelopes for your letters.

  9. How much does it cost to get started?
    If you use the 800 number there is no charge. If you use an Olympus digital recorder the only cost is the recorder. The price varies with model from less than $150 to $399. There is no charge for all customization, data entry of all referring physicians, facilities, etc. There is no charge for the software.

  10. How soon can we get started?
    It generally takes about a week to get you started after we have all the information and samples. You could start dictating right away on the telephone if there was an immediate need. We just need to assign you an ID number.

  11. What about HIPAA?
    We are HIPAA compliant. When you sign our contract, we also have a HIPAA Business Associate Agreement for you to sign.

  12. How is your transcription billed?
    It is billed by the line. The maximum characters per line is 65. We do not count blank lines, headers and footers. A line is counted if it has one word. We do make allowances for templates, etc. on a case by case basis. The billing of transcription can be very misleading. We are always willing to transcribe a representative number of documents and provide you with the cost. This is often the best method of comparison.
    The invoice will reflect the number of lines for that month. It can also be broken down by doctor.

  13. Our practice has grown to the point that our existing staff is not able to keep up with the volume. We would like to keep our current staff but improve our turnaround time. Can you help us?
    Yes. Keep your existing staff and just send us part of your dictation. We are extremely flexible in that regard. A lot of our clients just have us to do the new doctors in the practice. The existing transcriptionists do the original doctors and the stat reports. We can also help the practice during vacations and illness. Basically, we fill in as needed.








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