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.