Medical Transcription

 

When choosing to outsource transcription services, it's important for a healthcare organization or private practices to consider a company that will address their specific needs. TBT has implemented a three-tier quality assurance program to ensure our clients the best possible quality while maintaining a rapid turnaround time. TBT has designed this unique program to provide exceptional service to every client.  

 

There's an old saying that “time is money” and that is more true today than ever before. The growing operational costs for those in the healthcare industry means that every moment counts. The more time you can save, the more money you can save on financial overhead.  TBT realizes that a lot of time can be saved by our clients if they use customized templates.  TBT customizes all templates, letterheads, macro's, etc., for their clients at no additional charge.  TBT also helps clients in other ways by making suggestions on how to streamline their transcription to cut costs.  For example, TBT was asled by one client about some transcription labels.  TBT was able to save that client over $25 per box of transcription labels by finding them another provider. This service is not a standard service, but part of the extra mile that TBT goes for their clients.  It took a little of TBT's time, but saved the client hundreds of dollars and proved that TBT was there when needed.  

The Transcription Process is shown below:

Medical Transcription

Quality Assurance

TBT has implemented a three-tier quality assurance program to ensure our clients the best possible quality while maintaining a rapid turnaround time. TBT has designed this unique program to provide exceptional service to every client. The program begins with one-on-one training performed by the training specialist. The training process provides knowledge of all skills to each medical transcriptionist, which is a necessity to perform at the level required by TBT. The second level in TBT’s quality assurance program stems from the panel of specialists who edit every job transcribed by our medical transcriptionist team. The specialists work around the clock to provide quality assurance to TBT’s clients. TBT performs daily monitoring of all reports to ensure that all transcription is completed within the required timeframe. TBT holds daily status meetings to identify and mitigate problems and resolve issues. The third tier in the quality assurance program consists of the well-trained office staff, from the Owner down, to ensure every level of our team provides the level of TBT quality to each client.  

Performance Standards

Turnaround Time

Having the piece of mind that reports are completed in a timely manner are just as important to TBT as it is to the client.  TBT provides both standard and STAT turnaround times.  This ensures reports make it back to the client when they are required.  TBT bases turnaround times on the method of dictation used, as follows:  

  • 1-2 hours available 6 a.m. to 6 p.m. CST, M-F, STAT turnaround, must be called in via the 800# or notification by other means to TBT will be returned in 1-2 hours.
  • 12-24 hours available M-F, called in via the 800# by 12:00 a.m. CST will be returned by 12:00 p.m. CST the next business day. 

 Client specific turnaround times can also be met depending on the individual client’s needs. 

Compliance

TBT will not use or disclose the confidential information for any purpose other than the performance outlined in the client’s agreement.  TBT acknowledges that confidential information regarding Patient Health Information (PHI) is subject to strict privacy.  TBT maintains such information in confidence as well as proprietary information disclosed to PHI in confidence.  TBT also understands that PHI constitutes valuable business information developed by clients at great expenditures of time, effort, and money. 

TBT is compliant with all HIPPA regulations to include a documented privacy plan, security plan, contingency plan, and a breach notification plan. TBT trains all current editor specialists and MT's in HIPPA privacy and regulations and provides training for future associates. TBT also provides annual retraining/refresher classes for every current editor specialist and MT.  TBT has written agreements establishing rules for granting access to protected health information with every editor specialist and MT to ensure confidentiality of protected health information. Each client is required to enter in a business associates agreement in addition to the transcription agreement, as demanded by HIPPA.

With all of this in mind, TBT is able to maintain a reputable and loyal client base providing all the experience, confidentiality, reliability, and accuracy expected.

Retention

TBT has a redundant backup system located at three different geographic locations within the United States to provide availability of files while maintaining file security. File retrieval is available from any of these locations. The client chooses the amount of time they wish for their files to be maintained and may at any time contact TBT for a copy of any of these files if the need arises.