Transcription is the production of a written version of material originally presented in spoken form. It records the actual events- every significant detail of a performance including the intensity and momentum of events in the order in which they occur. That’s why, a transcription is a kind of historical document, whose purpose is to record every detail of something that has already occurred really.

  New technologies are introduced everyday and applied in the field of transcription. However, there may certain technical issues arise while transcribing a quality document. The process of transcription may disclose or obscure certain information.

1. Digital, phone-in dictation-These are the replacement of hand-held tape recorders. A transcriptionist should have the capability to download audio files and voice mails for transcription. Digital hand-held devices are now available that record to a memory card and can generate audio files you can place on disc. Some exiting formats for digital audio files are WAV, MP3, WAV, VOX, DVF, MSV etc. New formats are coming all the time. Therefore, a  transcriptionist should be well- equipped and well- versed with new technologies to avoid technical problems.
2. Format-Different kinds of layout formats are suggested based on the number of speakers and purpose of transcription. Print outs, electronic files on disc-word perfect, text files etc, and emailing files-various formats to choose from. If your equipment uses a particular audio format, then you have limited choices.
3. Tape sizes-Normally, three sizes of tapes are available as micro, regular and executive. Other sizes like video tapes are also given for transcription. Transcription machines are available for different tape sizes. Longer tapes tend to jam easily while starting and stopping.
4. Most popular recorder use a single track audio. Recording on the fastest speed produces higher quality dictation. Multiple track recorders, used in courtrooms provide superior transcripts. Transcribing on single track, double or multiple track requires professionals, otherwise arises technical issues.

Medical transcription service is the conversion of voice-recorded reports as dictated by the physicians or other health care professionals into text format. A person engaged by a medical transcription service converts the confidential information of a patient into a written text document. This can be performed in a hospital or by medical transcription service provider from a off-site locations.

While transcribing directly for a doctor or a group of physicians, there are specific formats to be used, depending on the doctor’s specialty of practice. Mainly patient’s history and physical exams are transcribed. It can be done via telephone, digital recorder or a PC.

It is very important that a medical transcription service document is properly formatted, edited and reviewed. If a medical transcription service accidentally types a wrong medicine, the patient could be at risk. A medical transcription service provider is constantly challenged to learn about new medicines, new procedures and new doctor-specific phraseology, accents etc.

Important services provided by the medical transcription service providers to their customers:-

1.  Accuracy - transcribes accurately, utilizing correct punctuation, grammar and spelling.
2.  Timely delivery and prompt service. 
3.  Cost-effective rates. 
4.  Strict confidentiality.
5.  Quality assurance

 Accuracy and attention to every detail are the most important factors in determining the medical transcription service you will choose. The daily challenges faced by any medical transcription service provider are comprehending variation in speech patterns, various accents and dialects and continuous developments in the field of medicine and medical technology.  

Transcription involves preservation of crucial information. It deals with converting audio files into text format. It records any kind of event right from formal corporate meeting to casual chit-chats. Transcription services are very simple to use, save a lot of your energy and helps your business to grow. However, it involves a certain amount of cost. Now we are going to discuss whether it is worthwhile to transcribe or not.

Transcription can be helpful for a wide range of business groups and purposes such as recorded meetings, seminars, conferences, interviews etc.

Business meetings-Transcription is very much beneficial to various companies and businesses. There are many things discussed in a business meeting. Every word told in a meeting is very important and can influence the course of business.  Lack of written record can lead to misunderstanding and misinterpretation. Verbal discussion in a meeting should be properly transcribed for future reference. Through transcription, you can get a verbatim record of all your important business meetings, seminars and conferences. It is convenient and easier to share the transcribed document with others. There is no room for assumption and everyone concerned has the same information in one particular format, which automatically helps in business growth.

Seminars/conferences- When business seminars and conferences going on, some eminent and experienced businessmen delivered very important business tips. Because of various reasons, many people may not attend it. Again, if the speaker has a strong accent, it may be difficult to understand everything within that limited time. If you can record the whole seminar/conference, it will be easier to transcribe and get it distributed among fellow members.

Interviews-In business interviews, transcription plays an important role. It is always better to record the one-to-one conversation, while you are interviewing any candidate. You can take opinion on this from others and can make a better judgement.

Various benefits you can get through transcription, which outweigh the cost. Professional transcription services help you and your business in optimum utilization of resources, which helps in business development

Medical Transcription is the process of transcribing or converting recorded dictation of physicians or other healthcare professionals into written text. It deals with converting patient’s reports and records dictated by doctors in to an electronic or paper format.

How it proceeds-

When a patient visits a doctor, the doctor spends some time with the patient discussing his/her problems and past medical record, if any. First, the doctor performs a physical examination of the patient and may request for some diagnostic tests. From that report, the doctor makes a diagnosis and plans about the treatment for the patient, which is discussed and explained to the patient with specific instructions such as when and how to take medicines and after how many days he has to come for check-up. Then, the patient leaves the office, and the doctor uses a voice-recording device to record the information regarding the patient and his/her problem. This information may be recorded in a cassette recorder or into telephone. Then this recorded file is sent to the professional medical transcriptionist for transcription. Now it is the duty of the transcriptionist to listen the recorded file carefully and transcribes it into required format for medical record. When the same patient will come to the doctor for the second time, the doctor asks for the medical record that contains all reports from the previous encounter. After examining the patient and the record, the doctor may change medicines.

Therefore, it is very important to transcribe the medical record without any mistake. It should be properly formatted, edited and reviewed before sending the final copy. If a medical transcriptionist typed a wrong medication or wrong diagnosis, the patient might be at risk. It is both the doctor and the transcriptionist are equally important to make a transcribed document accurate and correct. While recording, the doctor should speak slowly the name of the disease and medication prescribed. On the other hand, the MT should hear the record correctly, should have knowledge of medical terminologies and should read it three/four times before the final edition. Medical transcriptionists are never permitted to guess in transcription.

Medical transcription is challenging as well as rewarding. Medical transcriptionists are an integral and important part of health care industry. Medicines are constantly changing. New equipment, new medical devices and new medications are coming to market almost daily. Therefore, medical transcriptionists should be creative enough to find new words and terminologies in medicines.

After recording an interview, transcribing it is the next big step. It requires listening skills, patience and careful editing. An hour-long interview will easily take 6 to 7 hours, depending on your typing skill. Take enough time to transcribe to maintain accuracy.

Tips to transcribe an interview

1. Write the name of the interviewer, interviewee, time, date and location, where it took place.
2. Interviews are generally in question and answer format. Use foot pedal to stop and start your tape. Play a small section at a time and type as you hear them. Repeat the tape as and when required. Include both questions as well as interviewee’s answer.
3.  Transcribe each and every word. Sometimes some words are not very clear, there you read the whole paragraph and make an intelligent guess. Put that into a bracket to show that it is your text, not from the original sources.
4. Insert paragraph in between whenever an interviewee makes a new idea. Put a space in between each speaker. If needed, you can edit into more paragraph in the final copy.
5. After finishing the initial draft, listen to the tape again. Read the transcribed interview at the same time. Do corrections, if necessary.
6. Now start editing. Spell out abbreviations and clear all punctuations.
7. Correct grammar and the content in the final copy.
8.  Edit excessive use of verbal tics like “I mean”, “you know” etc. You can also edit ‘um’, ‘uh’ like fillers, which is a distraction while delivering message of the total interview.
9. Save each stages of your typed interview in a separate file for further reference.
10.  Check spelling for the last time. Now it is ready for publication.

An individual who transcribes the spoken words into type written format is known as transcriptionist or the transcription service provider.

Though there is no ‘formal’ education required for a transcriptionist, one can obtain training through traditional schooling, certificate/diploma programmes or on- the- job training offered by some companies. To become a medical transcriptionist, you have to master the medical terminologies; otherwise, anyone who can transcribe the spoken words into written format can be a general transcriptionist. All you need to do is listen and type simultaneously, use foot pedal to play and adjust dictations, control your transcribe machine-all at the same time.

 Curricular requirements, skills and abilities

1. High school diploma or similar degree plus 1to 2 years of experience with any skilled transcriptionist can be useful.
2. Knowledge of medical terminologies is required, if you want to become an MT.
3. Knowledge of legal terms and words is necessary to become a legal transcriptionist.
4. Good verbal communication, memory and spelling will be highly appreciated.
5. You should be skilled enough to use and operate computer or basic office equipment.
6. You should be able to follow written and verbal instructions, maintain records.
7. Good typing skill is needed.
8. Knowledge of and proper application of grammar, punctuation.
9. Able to understand various accents and dictions.

Duties and responsibilities

1. Transcribe accurately with correct grammar, punctuation and spelling.
2. Keep a transcription log.
3. Maintain a required timeframe.
4. Edit and proofread the transcript after initial transcription.
5. Professionalism is appreciated.
6. Total security and confidentiality should be maintained.

 
As long as you have a good typing speed, can hear and understand various accents, dictions, and are comfortable with the software that will ease your transcription and professional in mind, it can be a good source of income.

 Transcription, as a profession will continue for many years to come. There are enough transcription works to keep you busy throughout lifetime in all fields-medical, legal, business, academic etc. Only thing you have to do is- be open to all changes, technical advancements that may occur from time to time. If you are a well-read, well-informed, ahead-of-time professional, plenty of transcription works are in store for you.

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