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Efficient and Secure Medical Transcription Process

Learn about the reliable and secure medical transcription process using toll-free numbers, digital recorders, and encryption for data security.

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Efficient and Secure Medical Transcription Process

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  1. Introduction . . . • A medical transcription process starts with a doctor dictating his observations of a patient during his meeting with him.

  2. Intro . . . • The dictation can be done into a recording device like a tape recorder, Dictaphone, digital recorder, a PC or into a normal telephone after dialing a toll-free telephone number provided by the medical transcription service provider.

  3. Dictation using a toll-free number …. • is currently the most reliable and efficient technology used for of transcription services.

  4. Toll free…. • A doctor, after his meeting with a patient, dials the toll-free number allotted to him , enters his unique ID and dictates the message, which is recorded into a dedicated server on a real time basis.

  5. Toll free… • The doctor can also key in the format required for that particular patient ie.2 for discharge summary or 3 for operative report .This is required as different hospitals might have different formatting requirements.

  6. Digital recorders • 1. Attach the DS-3000 to your USB port (or use one of several external SmartMedia™ adapters). • 2. The DSS Player Pro Dictation Module automatically opens and can download your dictation without touching a button. • 3. DSS Player lists all the essential information: who recorded the file, when they recorded it, what Worktype is specified.

  7. Digital recorders.. • 5. DSS Player can sent all your downloaded dictation to a specified server or FTP site using a FTP upload software. Just click on the file and go to Send file, and DSS Player takes it from there.6. If you really want a hands-off workflow, the DSS Player can automatically sent all messages in a certain folder to the destination pre-assigned. It doesn't get much easier.

  8. Transcription software • The specialized software components installed at our server will take care of the rest of the process. • This is applicable to any method of dictation. Whether it is using digital recorders or toll free or using a microphone attached to the computer

  9. Storage and Retrieval of Audio Files… • These files are stored in the form of audio format files like wav format in the MT company's voice capturing server. The intelligent network of a telecom company facilitates the process where a particular doctor's dictations are stored in his area.

  10. Storage . . . • The MT company's server also hosts applications which digitize the voice and which, on a real time basis, transfers these files through the Internet to the transcriptionists.

  11. Encryption and Transmission . . . • The digitized data is then compressed and encrypted for onward transmission via satellite link to the unit where the transcription will be carried out. • The transcription companies download these files from the areas allotted to them on the server using the File Transfer Protocol (FTP) • or by using transcription software they remain continuously connected to the Net and download the work as and when it comes into their servers. • These files are then allotted by the MT company like to various medical transcriptionists.

  12. Allotment and Transcription . . . • A software will automatically allocate to MT personnel while keeping track of the status of each file at any point of time. • The audio files are then transcribed in the formats prescribed by the doctors or hospitals by the transcriptionists. • The completed files are uploaded into the quality controller's work area where these are checked for quality and corrected if necessary.

  13. Back to the Server . . . • The quality checked files are uploaded to the companies 128 bit encrypted site from where the doctor logs in and download his documents with ease .He can edit it in the net itself and print directly. • The transcribed files are also encrypted at the production unit to ensure their security (commonly known as Electronic Medical Records) • The doctor can then store these either electronically or in a physical format.

  14. Security . . . • Adequate back-up facilities. • The most stringent standards of data and document security is maintained. • A firewall is in place for the safe and secure transfer of data . • The data is encrypted before transmission to ensure online security. • The data is uploaded to Verisign protected 128 SSL encrypted site. • All employees are required sign NDA.

  15. Downloading Data Digital recorder Transcription Micro phone /recording software Hykon server Central DB Uploading to web site Toll free line Hospitals download data /Print

  16. Hykon Transcripts (P) Ltd. 16 A, IT Park, CSEZ, Kakkanad, Cochin- 682 037 Ph: 91-484-4058001, 4058002, 2413078 hykont@satyam.net.in US Office 2008, East Hebron Parkway Carrolton, Texas, USA 75007 Ph: 1- 972-746-2617 Fax: 1-603-697-1261

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