MedicalTranscription.com

A second method is FTP, or File Transfer Protocol. An internet address is assigned to a server and files are either "pushed" or "pulled" from one PC to the other using the internet. Ideally, the transcription company will have installed a transcription database into which files are delivered. An advantage to doing this is that a local internet connection is utilized, so phone costs are avoided. Disadvantages to using this method include the training involved to orchestrate FTP, especially in a small medical office, as well as the required hardware and software firewalls needed to protect the FTP server in addition to encryption programs that should be utilized. Other factors to be considered when serving a larger medical facility are its own resident networks, firewalls and other protective measures, which present additional challenges to setting up FTP functions.

A simpler method of delivery is through the use of e-mail, which must have 128-bit encryption that sometimes hampers transfer across firewall protected, networked systems within a medical facility. Attachments would then need to be manually transferred into a medical facility's database or other storage system. Limitations include reduced speed of delivery, especially with large files or large numbers of files that are attached, as well as the inherent fears of utilizing e-mail for patient information. Encryption helps to safeguard delivery, as mail is opened with an ID and password.

The last method of delivering transcribed patient records is through web access, which is granted only to select personnel within a medical facility, but they may be stationed at varying locations. Ideally, an SSL-secure (secure socket layer, the same technology that banks use on the internet) portal is designed in a database format but is accessible using a browser. It is searchable by a number of parameters including physician, patient name, date, etc., and is extremely easy to use at the medical facility level. This is especially important for smaller practices where a records clerk may not have the background or training necessary to orchestrate FTP, or even encrypted e-mail downloads. The records can be edited prior to final signature and download, and the voice files are accessible, so that editing may even take place while listening to the originally dictated voice file. Documents are created in a format that is widely used and easily interfaced with medical management systems utilizing EMRs (electronic medical records).

Transcription ASP: ASP stands for Application Service Provider, and of course a transcription ASP is one that serves primarily transcription functions. The usual customer of a TASP is an MTSO (medical transcription service organization), however, some hospitals employing remote transcriptionists are TASP clients as well. For a fee based upon use, a TASP will supply the transcription service, hospital or individual transcriptionist with the technology needed to get the job done. The best TASP will provide an end-to-end technology solution from the physician to the MTSO (or hospital transcription manager) to the medical transcriptionist and back, all with a high level of security and work flow automation.

A TASP will have made the investment into the servers, firewalls, software and security technologies, as well as T1 voice and data connectivity, and "rents" its use based upon volume. Three modules are generally employed in order to do this: one at the physician (dictating) level, one at the individual transcriptionist level, and in between, an administrative module that is used to direct work flow automation. The physician module will be used to send sound files, if they are not already called in on a phone, to the TASP server. A hospital transcription manager or medical transcription company administrator will decide to whom the digital voice files will flow for transcription, as well as to whom they will flow for quality check. The completed documents will then be uploaded to the TASP server for access and download by the physician or records clerk. Work flow automation can be a valuable component of a TASP, as the energy and effort expended by a transcription company or hospital manager to orchestrate and complete these tasks, and make sure work is delivered at the correct time to the correct place in the correct format, can at times be overwhelming.

A TASP will also have done the research to match sound file formats to players and footpedals and created a uniform system for transcription. As mentioned earlier, these elements can greatly vary and as such, the methods used by TASPs can vary as well. TASPs also have varying degrees of functionality, including work pooling, word expanders, template managers, line count and keyboard customization, accounting, and much more. Usage fees therefore vary but generally remain in the 2 to 4 cents per line range.