How does On Call acquire the voice?

Your providers can utilize our call-in system, 24 hours a day, 7 days a week, use a digital handheld recorder and have the voice uploaded to our server, or we can re-record voice from your in-house system.

How is my dictation processed?

Prior to the start up date, your needs are carefully assessed. Our staff will match your providers to an experienced MT, or MT Team, based on your specialty and estimated dictation load. Our MT Team consists of medical transcriptionists along with a quality assurance supervisor, who checks the transcription for accuracy. A second level of QA provides additional support for the Team. Your dictation will always be routed to the same Team. This insures that the MTs quickly become familiar with the needs of your providers. We never assign an MT who is unqualified, or unfamiliar, with the needs of the client. After reconciling work assigned to work to be delivered, our staff sends your reports at, or before, deadline.

How will I receive my reports?

We can offer several delivery options. First, your staff can use FTP software to make a HIPAA compliant encrypted connection to our secure server and download your reports at your convenience. Second, your reports can be encrypted and compressed, and then e-mailed to you using a secure system that requires a digital signature to access the reports. Third, we can deliver directly to a designated PC using “remote control” software, like PC Anywhere. Lastly, we will work with your IT staff to design a custom method that meets your security needs.

Can you use my templates, or normals?

We welcome your provider’s use of templates, normals, and standard verbiage. The use of these shortcuts can lead to significant gains in efficiency for the provider and MT. The process is simple- just give us the normals, and tell us how they will be requested during dictation. When the provider calls for the normal, it will be inserted, as is, or with any dictated change. We will even help establish new normals- just have your provider dictate them, and they’ll be added to our library.

Can I specify the format of the reports?

We will configure your reports to include specified fonts, margins, point size, special headers and footers, or logos (to simulate letterhead). Our MTs can save your reports in MS Word, Corel WordPerfect, rich text format (.rtf), or any other way that you need. We can include a “structured” header, if one is needed for your reports to import into your document management platform.

What turnaround times do you offer?

Our standard turnaround time is 24 hours. We will agree to a specific time to get the voice, and deliver reports. We will provide STAT turnaround of a limited number of reports in order to help you respond to an emergency.

What constitutes a line of transcription?

A “line” is defined as 65-characters, where a character is any letter, number or symbol necessary for the final appearance and content of a document, including the space bar and tab key. We “count” the document with a proprietary software program that determines the number of lines, and multiplies that figure by the line rate. This establishes the cost of the document. The line rate is negotiable.

What payment methods are available?

Payment can be made by check or bank draft. We bill on a weekly basis.

Can I test your services?

You are welcome to test us. We can suggest two ways to do this- Option 1: give us a document, stripped of private health information, and we will count it and price it for you. This is truly an “apples to apples” comparison with your current transcription vender. Option 2: We are happy to arrange for a trial period using our call in system without any charge or obligation.