Medical Transcription Outsourcing – Analyze the Healthcare Facility

What does a healthcare facility need to know about their organization needs before finalizing their transcription service provider?Outsourcing of a healthcare facility’s medical transcription needs can be a difficult and complex decision. Analyzing what exactly are the needs of the healthcare facility can make the decision making process simpler.What they need is to look at is the current situation and where they want to be in the future. To analyze the healthcare facility’s current position regarding medical transcription they need to ask themselves the following questions:
Who does the current work?
How much time does it take?
How many people are employed to do the work?
How much space do they occupy?
What is the equipment required?
What is the total budget outflow?
How much management time is spent on managing transcription work?
What are the IT requirements?
What is the expenditure on Annual maintenance and repairs of their transcription equipment?
Are the people involved in transcription also helping out with other areas of work?
Are they overworked/ under worked sometimes?
What is the time allotted by Human Resources Department towards medical transcription requirements?
Is the health care facility satisfied with the current quality, quantity and turnaround time?
How are the healthcare facility transcription requirements taken care of on weekends and during holidays?
How much is Medical Transcription ‘actually’ costing them per line?Having answers to these questions will clarify their current position and give them an idea of what they need to look for in the service provider they are outsourcing to. Now that they have thoroughly analyzed their current situation, they need to plan their future requirements in this area. That should be fairly simpleMinimum or no investmentIn these times of increasing costs and limited budgets one of their priorities would be to make sure that there is minimum or no investment required to take care of their medical transcription needs.Huge cost savingsOne of the important benefits of outsourcing the healthcare facility’s medical transcription needs is that of cost saving. They should be looking to save costs not only in terms of cost of transcription but also other cost benefits like cost of utilities, improvement to receivables cycle, opportunity costs and improved employee efficiency.Fast and efficient turnaround timeMedical Transcription does not directly affect the income of the healthcare facility, but it does play a significant role in the smooth and efficient running of the healthcare facility. Getting medical records transcribed on time can help speed up the receivables cycle.Good quality and accurate transcriptionMaintaining or improving the quality and accuracy of medical records is very important for quality of patient treatment and for record keeping.Security of confidential patient informationHIPAA/HITECH has laid down guidelines to ensure the security and confidentiality of patient information. While engaging a third party for transcription work it is very important to ensure that the data is transmitted through secure channels and that the service provider is HIPAA/HITECH compliant.Easy adaptationBeing in the health care industry, it is very important that the technology used by the service provider should be easy to use and should not require lengthy training.Transcripts to be done in specified formatsThe healthcare facility should look for a service provider, which will be able to provide transcribed reports in specified formats.Good customer serviceIt makes transition much simpler when there are open channels of communication available so that contact with the service provider in case of any clarifications can be through various means, whether through phone, fax or email.Powerful archiving facility to facilitate easy document retrievalOne important consideration for the healthcare facility while outsourcing would be that the service provider provides archiving facilities that make document retrieval easy.