StellarMT: HIPAA Compliant Medical Transcription

← Home

About

We offer quality transcription services integrated with database application with special emphasis on the following.

Accuracy:

Assured accuracy of over 98.5 %.

Turnaround Time:

A committed team works on your account to assure 12-hour turnaround or STAT.

Security:

Through confidentiality contracts, encryption technology, & dedicated data lines, we adhere to highest confidentiality standards.

Specialties:

Our transcriptionists can transcribe documents in all specialty branches inclusive of Radiology, Pathology, ENT, Surgery & Allied Medicine, Allied Obstetrics & Gynecology, Ophthalmology, Oncology & Nuclear Medicine, Psychiatry, etc. The types of reports handled by us include History & Physical (H&P), Follow-up Note, Chart Note, Operative Report, Consultation Letter, Office Note, Radiology Report, Discharge Summary, SOAP Note.

Flexibility:

With a Head - Client Servicing working on client satisfaction and understanding the individual needs of the clients, we are able to provide valuable services. Besides consistency is maintained as dedicated team of transcriptionists/editors work for each client. Thus their understanding the speech and area of specialty of the doctor keeps on improving.

Cost:

We provide Quality Services at a very competitive rate.

We offer the following services

EXCELLENT QUALITY

Quality Assurance Three-phase architecture. Editing by Professional Editors And Physicians. Use of State-of-The-Art Technology.

FLEXIBLE DICTATION OPTIONS

Toll Free (800) Telephone number: Easily accessible-24 hours a day,7 days a week User Friendly Dictation Software-just needs a click to start dictating.

RAPID TURNAROUND

Standard turnaround time of 24 hours. Customized turnaround time of up to 4 hours.

SIGNIFICANT COST SAVINGS

Lowest Price Guarantee... Industry wide!. Cost savings of 30%-50%.

SECURE & CONFIDENTIAL

HIPAA Compliant. Storage of files on highly secure network drives. Password Protection. Non-disclosure agreement signed by all employees. Audit Trail of Access to Individually Identifiable Data. 24/7 monitoring and redundant back-ups.

 

Methodology

At StellarMT the workflow process involves three major phases and in all the three phases care is taken to ensure Security and optimization Phase 1: Dictation Options (Initial Process of getting Voice files) Phase 2: Transcription Process (Processing of Voice Files to Documents) Phase 3: Delivery Options (Final Process of delivering back the Finished Document)

Phase 1: Dictation Options (Initial Process of getting Voice files)

Once the voice files are uploaded in the client?s server, the TAT starts. The client has to download the voice files and start processing it. The processes involved in making an error-free document and placing it back into the server are as follows: StellarMT proposes 4 dictation options :-   1. Phone-In System: Toll Free (800) or Local Phone Number.   2. Digital Hand Held Recorders.   3. Dictation Software   4. Interface with existing dictation system.

1. Phone-In System: Toll Free (800) or Local Phone Number :-

This method provides you with 24 hour, 7 day a week, 365 day per year access to advanced digital dictation technology with toll-free 800 number or a local access number. Dictators simply call our systems and enter their unique dictation ID number using a standard touch-tone telephone. Optionally, the system can prompt the dictator for dictation job identifiers such as Work type and Document Subject identifiers, which can be used for case number, patient number, client number identification or to mark priority. Our digital dictation systems are the latest and best available in the industry. We maintain the ability to accept multiple and simultaneous dictations recorded in high quality and clear digital recordings. The dictations are stored for 10 days on RAID 5 disk drive volumes while immediately sending a copy to the production facility. The systems reside in a controlled environment and are backed up daily for data integrity. The dictation files are delivered to the production facility with HyperSend 128-bit encryption.

2. Digital Hand Held Recorders :-

Dictation using a digital voice recorder provides a lot of flexibility to the dictator. Currently, we are using Olympus DS-3000 digital voice recorder. However, we may recommend a different model based on exact client requirement. We provide technical help in using the digital recorder and necessary software installation for dictation and data transfer. The dictation files are automatically delivered to the production facility with the file transfer utility software provided by StellarMT.

3. Interface with existing dictation system :-

StellarMT can leverage your existing dictation infrastructure. We have achieved it with many of our current clients. However, we have to carefully review your systems and workflow procedures before we can provide an actual road map. The primary task will be to take the voice files and associated information generated from the current dictation system and put it on our production server. We will then decode the information and transcribe the voice files and deliver the files back via chosen mechanism.

Phase 2:

Once the voice files are uploaded in the client's server, the TAT starts. The client has to download the voice files and start processing it. The processes involved in making an error-free document and placing it back into the server are as follows:

MT Phase

This is the first phase where the voice files are heard through a voice player and the files are transcribed by the Medical Transcriptionist into a word document with all necessary patient information provided by the doctor and the patient's medical record as per the formatting and other details specified by the client. Here the quality of the transcript, in terms of errors, becomes almost 90-95% on an average without any critical or patient care errors.

This is the second phase where the transcript after being processed by the MT is being retrieved by a QA and they re-listen to the voice file and go through the transcript to rectify errors, if any, thereby bringing the quality of the transcripts up to a minimum of 98%. Quality check is done in all aspects by scrutinizing the transcripts at all levels, specifically to provide transcripts which are error-free and looking our extra cautiously in areas of drugs, dosages, lab data, etc.

This is the third phase or an extra phase. This is done only in certain cases due to various reasons like bad audio file, tough accent, or if the client insists on an extra level of review, etc. In this phase, the transcripts after being processed by the QA-1s are re-listened again by a specific set of more experienced people and are made error-free as far as possible bringing it up to above 98%. To carry out all these processes in a phased manner a specific person is allotted and acts as a Lead. This person manages the workflow (download as well as upload) with the assistance of the IS Personnel. The duties of the lead basically include ensuring quality of the transcripts, providing feedback to the MTs, QA-1s, and QA-2s as well as interacting with the doctors for any queries regarding the transcripts. The Normal TAT varies from 8-24 hours depending upon the client's requirement. If it is STAT files (Short Turn Around Time), it will be given priority and processed, and the transcribed documents will be uploaded within the stipulated time. The final document will be uploaded into the client-end server in the desired format (MS word, WordPerfect, Notepad, etc.) depending upon the requirements. And it is ensured that the up loadable document is above 98.5%

Phase 3: The Final process is to Upload The processed documents are uploaded back into the client-End. StellarMT offers the following delivery options :- 1. Encrypted Email. 2. FTP Server Access. 3. Online Solution.   1. Encrypted Email :- We achieve secure, reliable, fast, and trackable delivery by relying on the secure data transfer protocols used by web browsers (HTTPS and SSL). Each delivery is sent as a secure, encrypted stream of data directly to its servers. Each time a delivery is send, a user-authenticated and encrypted connection is established between your PC and the servers, using the same robust security measures used to protect confidential transactions on the Internet: industry-standard SSL (Secure Sockets Layer) protocol.   2. FTP Server Access :- We are having our own Linux and Windows 2000 based FTP Servers with full user level security so that unauthorized access is restricted. We provide individual username and passwords to our clients through which they can login to our server and receive the transcribed documents. All files on our FTP server are 128 bit encrypted, which decrypts only at our client end with the given decryption password. This is a highly efficient method for data delivery because it is easy, fast, and secure. The delivery process from our FTP server can also be automated using our customized File Transfer Utility Software. 3. Online Solution :- Download/Delivery of transcribed files. Simply log-on to our website using necessary username-password. The transcribed files can be downloaded, reviewed or edited directly from our website. The files can be sorted using various parameters like Dictation Date, Dictator ID, Patient # or Name, Facility etc.

FAQ

How do I submit my dictations?

We offer convenient dictation options. Dictations can be either submitted over the phone via toll-free line that you can call 24 hours a day, 7 days a week or they can be recorded on a digital handheld recorder and can be transmitted electronically to us.

How is my dictation processed?

When you sign up, you will be assigned to a MT Group based on your specialty and your estimated dictation load. When you submit a dictation into our system, your assigned MT Group will automatically receive your dictation for transcription. MT Group consists of medical transcriptionists along with quality assurance supervisor(s), who checks the transcription for accuracy and make the transcription available for electronic pick up.

How do I receive my transcriptions?

We propose three secure and convenient delivery options. Our recommended option is secure FTP mechanism that puts transcribed reports automatically to your local computer with your sign-in. You can then view and print your transcriptions.

How do I open the transcriptions I downloaded?

The transcriptions are returned in a MS Word format or any format you like. This standard file type can be opened using virtually any word processing program, including Microsoft Word, WordPerfect, etc.

What turnaround times do you offer?

Our standard turnaround time is 24 hours. Any dictations done by 12 midnight EST will be available next day in the morning. We can also provide STAT turnaround times of up to 4 hours.

What constitutes a line of transcription?

We count a 65-character line where a character is defined as any letter, number or symbol necessary for the final appearance and content of a document, including the space bar. To fully understand this, take a transcribed document and open it in Word 97 or greater. Go to Tools, select Word Count and note the value shown next to ?Characters (with spaces)? and divide this by 65.

What payment methods are available?

Payment can be made by check or bank draft. Billing is weekly.

What if I want to test your services

You are most welcome; we shall setup a toll free number account for you within a day of your call from where you can dictate the live reports to a tune of 500 lines without any charge or obligation.

Are you providing MT services in the US currently? If yes, what is the profile of your clients?

We currently provide transcription services to several clinics and hospitals in the United States.

What is the cost of your service?

We provide quality transcription service at cost effective and reasonable rates. contact us for a quote.

How can we run a trial of your system?

We offer a 3-day no-obligation trial of our transcription services. However, prior to commencing trials, we request prospective clients to provide information against questions contained in our checklist. We can send the checklist out to you anytime you are ready to commence trials.

Describe your quality control procedures.

At StellarMT, transcribed documents go through a three-tired process, with a third level available where a recheck is necessary by a senior QA.

1. Transcription Level 2. QA Level I 3. QA Level II

Every effort is made to see that quality is maintained throughout the transcription and proofing process and this system has been put in place so that every document that is uploaded to the client can be 98.5% accurate, conforming to AAMT standards.