How to Choose the Right Medical Transcription Software


Transcription services have eliminated the need for data entry work in the healthcare industry. This change has given health professionals time to focus their energies on the most essential obligations of their practice.

According to a study, for every hour a physician spends treating a patient, they spend two hours handling paperwork. If you have a high volume of reports to transcribe, outsourcing can be a huge relief. However, outsourcing can be quite a headache if you don’t know what to look for.

There are hundreds of medical transcription companies in the market today. So how do you know which one is right for you?

This article will guide you in choosing the right transcription software. Keep reading to learn more.

Consider User Interface and Technology

Turnaround speed and accuracy are essential factors when looking for the right software. But it is also crucial to go with a service that runs on the latest technology.

The last thing you want is interruptions during workflow due to slow technology. Choosing software with the latest technology and a friendly user interface means little to no stress for you.

Look Around at Available Options

When looking for a service that can drastically change your workflow’s efficiency, it’s best to shop around. Spend as much time investigating all available options before selecting a particular application. Check out all the companies on the market.

There are medical transcription companies that offer clients free trials. These free trials will help you test the software to see if it meets your needs. Free trials also come with zero financial risks.

When a company is offering you a free trial, it means they are confident in their service.

As you shop around, also compare the prices. Some companies offer cheaper transcription packages that also come with many other hidden charges.

Ask About Customizable Features

Ensure you settle for a company that offers customizable features. This allows you to tailor your transcription service based on your workload and the clinic’s needs.

When it’s just a routine visit, you may only need the basic level transcription service. However, during emergencies and complex procedures, you may require the highest level of accuracy. 

While personalization costs more, it will be worth every penny. Choose a medical transcription service with a high level of flexibility. It’s more likely to meet most of your practice’s short-term and long-term needs.

Test the Company’s Customer Service

Make some calls and send a few emails to see how well the customer service handles their clients. See how easy or difficult it is to work with their support staff. This will also help you gauge how helpful they are to clients.

A customer service representative should not be more interested in selling products than answering your questions. However, if you notice they are, it’s best to move on to a different company.

If you find the customer service team is well-equipped to handle all your inquiries, you may have found the right company. Go for a company with knowledgeable, polite, and caring staff. This way, you will eliminate the headache of dealing with poor customer service.

Check Out the Medical Transcription Company’s Client Testimonials

Checking client testimonials is the best way to understand the customer satisfaction rate. However, company websites only display satisfactory, five-star reviews. You can use other online services to see both negative and positive reviews.

Testimonials help you avoid hiring the wrong company. If a company has too many negative reviews, it’s best to move on to another one.

What Should You Look for in a Medical Transcription Service?

There are many medical transcription service options in the market today. Now that you know how to pick medical transcription software, how do you know what exactly to look for? The following tips will guide you:

1. Choose a Software That’s Compatible With Your EMR System

When looking for transcription software, ensure you settle for one that’s compatible with your EMR system. Even the most accurate and fastest transcription software in the world is useless if it’s not compatible with your EMR software. 

Ensure you take advantage of the free trial to test compatibility.

2. Choose a Company With Good Technical Support

Many transcription services today use the latest technology. However, if things go wrong, ensure you have a technical support team on-hand that’s ready to help when you’re experiencing technical difficulties.

You wouldn’t want to handle all transcription work by yourself due to unreliable technical support. A strong technical support team will ensure everything is back on track as soon as possible. It will save you the time you’d otherwise use handling transcription work.

3. Check HIPAA Compliance and Security

HIPAA compliance and data security should be mandatory for any medical transcription service. Patient data is sensitive, and it would be best if you only worked with a company that guarantees a high level of confidentiality.

The National Institute of Standards and Technology advises that practitioners use at least 128-bit encryption security.

4. Cloud-Based Storage and Back-Up

Cloud-based storage and back-up systems will give you an extra protection layer against data losses if the system crashes. 

A secure back-up and storage system will also ensure HIPAA compliance.

5. Medical Dictation Options

Many transcription services also offer a way to deliver dictation. It can be through a dedicated smartphone or audio uploaded from an audio file. Choose a medical dictation alternative that caters to your practice’s needs.

Choose Your Medical Transcription Service Wisely

There are numerous medical transcription services in the market today. Choosing the right one to meet your needs is quite a challenge. The above tips will guide you in selecting the best transcription service company.

Ensure you choose a transcription service that guarantees accuracy, adheres to HIPAA requirements, and offers patient data security. You should also consider your practice size, transcription workflow, and available resources when choosing a transcription service.

For more tips on choosing the right technology for your business, check out other posts on our blog.


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