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Phase A

Phase B

Phase C

Phase A

Medical transcriptionists - quality process

Step 1: Dictating

Step 2: Our server receives

Step 3: Transcribing begins

Phase B

Step 4: Primary Edit & Review

Step 5: 1st Level Quality Control

Step 6:2nd Level Quality Control

Phase C

Step 7: Viewing in ScriptView 2.0

Same Day Transcriptions’ Medical Transcription Process

STEP 1: Dictating and sending the voice files to us

Digital Dictation Device

The most popular option of our clients, the digital dictation device (digital recorder) offer you the greatest flexibility in how, where and when you dictate and transmit to us. You can send one report at a time or batch them all together and send all at once, whichever is more convenient for you. When you finish dictating, all you need to do is place the recorder in its cradle (connected to your computer) and upload the encrypted files to our server. All you need is a small digital dictation recorder. If you don’t already have a digital recorder we’ll lend you one, Free of charge! All online transactions are 128-bit encrypted.

There are two fast and easy ways to send your digital dictations to us through the internet:

1. Browser-based
Voice files generated by a digital dictation device are uploaded to our servers using a web browser such as Internet Explorer or Netscape Navigator. To do this, you would just go to our Home Page and log in to the client area with your authentic username and password. You would then select the voice files on your computer that you wish to send for processing, click the upload button and watch the files go.

You will receive both on-screen and e-mail confirmations regarding the success of your uploaded files. All filenames, times of uploads and file sizes are securely stored in our database for tracking purposes.

2. FTP-based (file transfer protocol)
If you prefer to send your digital dictation files in bulk, you may use a secure FTP client to upload the voice files. The voice files are uploaded to our servers using an FTP Client such as CuteFTP Pro. Using your authentic username and password, you would log in to the FTP server, select the files to be uploaded and click the button on your FTP client to start the upload process.

Telephone Dictation
Through a toll-free number, you may dictate your charts to us from anywhere there is a telephone. Just dial the toll free number, sign in with your user name and password, and start dictating.

Hospital Information System
Same Day Transcriptions can easily work with any existing information systems that a hospital may already have in place, such as Dictaphone, Lanier etc. Our information technology team will work hand-in-hand with you to discuss accessibility issues and ways to customize our service so that it integrates perfectly with your system.

STEP 2: Receiving the voice files

Your encrypted voice files are saved in a secure server in our state-of-the-art production facility. We also maintain a secure secondary server to back up all files in case of emergencies such as power outages, natural disasters, etc.

STEP 3: Transcription begins

After your dictations are downloaded to our secure servers, they are organized and distributed to your personal transcription team to begin the transcription process. All of our transcription teams focus exclusively on a specific set of doctors every day, so each member of your team will know your personal specifications.

One of the ways that Same Day Transcriptions’ transcription specialists ensure accuracy is through the use of a proprietary software program that actually detects medical errors and corrects them instantly. In addition to improved accuracy, our program also increases efficiency and speed in the conversion of voice files to transcriptions.