Off The Record
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From the desk of Donna Dannessa, Senior VP of Operations and COO, iData Medical Transcription
What happens when quality standards are lax in medical transcription?
Well, it’s as simple as considering the difference between a milligram and a microgram. Consequences will abound with a misinterpreted dosage; an incorrectly cited diagnosis; the left hand designated for surgery instead of the right. Mistakes can mean a potential breach in compliance, or possible litigation. (Cue the spine-chilling music.)
The patient’s health record is a document on steroids. It underwrites medical history, coding and billing. Medical transcription, in other words, is serious business.
Just ask JD Thankamony, our resident VP of Operations. Don’t let his good nature mislead you – underneath his friendly demeanor lies the heart and soul of a Six Sigma Quality ninja. An industry veteran, his signature commitment to Quality at iData has been underwritten by a fierce personal code of conduct. Perfection’s the goal. From that passion, he’s built a career around creating a culture of Quality. (I wonder if that makes life difficult at home?)
Quality starts by hiring devotees to dotting i’s and crossing t’s …
According to JD, Quality starts with hiring the right people in the first place. “Medical transcriptionists belong to an under-appreciated profession in my book – their status should be elevated. At iData we hire only the very best – those who are skilled and passionate about their profession. Aptitude is only part of the equation. Attitude is just as essential.”
She’s wearing a robe and slippers, expertly wrangling two kids, typing with fevered competence and raking in the dough. Isn’t that what you’ve heard about the life of a professional Medical Transcriptionist (MT)?
The myth is almost always more exaggerated than reality. Truth is, if you’re looking to switch professions to one that offers flexible hours, generous wages, and of course, job satisfaction, training to become a Medical Transcriptionist (MT) might just turn out to be a dream come true.
Then again, it might not.
iData is home to the industry’s sharpest MT’s. (No bias here!) They would likely tell you that their jobs don’t exactly reflect the pictures you’ve seen – lounging on cozy chairs with laptops, sipping coffee. Taking care of our customers – hospitals, doctors and records managers that depend on us to transcribe data with integrity, accuracy, and speed happens to be pretty serious business. It’s often stressful, and it’s fast-paced.
If you’re thinking of becoming an MT, first check out the myths versus realities:
| MYTH | REALITY |
| If you’re a masterful typist, you’re a shoe-in. | Well – sort of. Yes, MT’s must demonstrate killer keyboarding skills. But they must also flaunt keen grammar and spelling skills. Excellent typists can still struggle with “your” versus “you’re.” |
| An MT must translate a doctor’s verbiage, but doesn’t really need health care or medical training to succeed. | Maybe not – but we find the best have some prior training in or possess thorough knowledge of human anatomy, physiology, pharmacology and disease processes. |
| MT’s can get jobs without much formal training, and can learn on the job. | Not so fast. Many employers do prefer to hire MT’s who’ve had training or certification from a reputable source, via distance learning, online programs or at community colleges. A background in life sciences expedites the learning curve. |
| MT’s set their pace while working at home. | True – many MT’s secure the ability to work from home. But in order to thrive, homed based MT’s must implement discipline, speed and tenacity to earn consistently. |
Still sound like your dream job? Keep reading.
You’ve seen the ads and heard the promises. Work from home! (Have you ever tried to get any work done with a 3-year-old nipping at your heels?) Create your own hours! (True, but those arrangements often happen once you’ve proven your mettle in the office.) Before you invest in training, make certain you understand all there is to know about this noble profession.
The reality is this: working as a Medical Transcriptionist requires a knack for learning complicated medical terminology, a passion for accuracy – because there is zero tolerance for mistakes – and a blistering work ethic to churn out enough reports completed on time to make a thriving living.
So some of the rumors are true. Medical transcription is, for passionate devotees, a rewarding, fulfilling and lucrative career. But it takes work. Hard work. If you’re a careful listener, if you’ve got flying fingers and an avid interest in health care issues, and if making a mistake is an affront to your personal sense of pride – then keep doing your homework. Maybe we’ll even hire you at iData – but don’t say we didn’t tell you so!
Want to get Off the Record delivered directly to your in-box? Sign up in the right-hand corner, and join the conversation with your comments! As always, if you have a question about Medical Transcription, contact me at ktant@idata-llc.com. Until then, here’s hoping your day is a successful one – and that’s on the record.
Warmly, Kendall Tant, CEO, iData
Theirs is an unlikely relationship. Not exactly like Demi and Ashton, but still.
If you placed a Physician (Doc, for today’s purposes) alongside a Medical transcriptionist (MT), it’s likely you couldn’t find two people with less in common. So you think.
It’s true, our imaginary Doc and MT probably hail from very different backgrounds. One holds advanced degrees, commands a top-dollar salary and enjoys peer respect, and patient gratitude. (Hopefully.) The other may hold a college degree, but often learns on the job, earns an hourly wage and mostly completes his or work under the radar. Very often – at home, staving isolation and the jeers of dishes and laundry.
Each one has their share of professional headaches – pun intended. But each may develop a sort of unspoken animosity toward the other. Each may look at the other one’s intentions with skepticism, each critical (or 
oblivious) to the other one’s gifts, talents and challenges. Docs may become frustrated when the MT makes a mistake that should have been examined; MT’s might assume Docs are just rude when they talk too fast or pause too long – or cough, snort or burp while recording. They really are human, after all!
Just like any other – this “relationship” requires some empathy and grace. Easier said than done!
The tyranny of the urgent.
Does this sound like something you tackle constantly? Is your day consumed by interruptions? Are you sucked in by email, text & voice messages when you’re desperately trying to finish that budget report that was due yesterday?
You’re not alone. Working in health information management means there is never, ever a dull moment.
If you’re a Medical Records Manager, survival means juggling with expertise. On a given morning, you’re deftly processing requests from physicians (especially department heads), scheduling staff, reworking my budget for the fifth time, completing a report to the CEO about delinquent reports, fielding requests for software glitches, preparing for three meetings over the next two days – and, well, the list goes on. From the moment you set foot in the office, you’re running up the escalator – never quite getting off.
Let’s ride down and step off for just a moment. Grab some coffee. There is a better way!
Out with the Old Habits, in with the New
At iData, our business is all about fostering efficiency. The one thing we don’t want you to have to worry about is medical transcription. So in the name of encouraging efficiency, reducing stress and increasing job satisfaction we thought we’d offer HIM’s a few quick tips. (We know your time to read is limited!)
Manage Meetings Effectively: Boundaries, boundaries, boundaries.
Meetings can be time wasters. Appoint a timekeeper for each meeting who tracks and limits time spent on each topic. End at the pre-determined time; delegate follow-ups to open issues.
Examine Email/Smartphone Habits: “Hello. My name is Karen. I’m an email addict!”
Admit it. You get a little “high” when you hear the little “ping” announcing new mail or text messages. Who is it? What’s going on? Does someone need me right this minute? Email breaks up the monotony. But checking it compulsively can lead to lost time that adds up. Break the bad habit and create a new one – check your email at the top of every hour, or start out by cutting your average in half.
Delegate Tasks: Let go and let others
We know. You have a reputation for being the queen (or king) of getting the job done. And you do – but it’s extracting a price. You’re always busy but often feel like you don’t accomplish your goals. The key? Let go. Empower someone else by delegating a few tasks. Your team members will feel more trusted and appreciated; in turn, they’ll work harder and make you look even better!
Overcome Procrastination: “Swallow that Frog!”
The spreadsheet the CIO asked for 2 weeks ago is smirking at you in your mind’s eye. You just can’t seem to shut everything else out and git ‘er done. Try the “Swallow the Frog” technique. Each morning, determine the most difficult, unsavory task on your list, and do it first. Shut the door; tell everyone you’re only accepting truly “urgent” requests. Once you “swallow the frog” everything else will seem easier by comparison!
Think about which of these new habits you can incorporate in your daily round today. (Also, read, Crazy Busy by Edward Hallowell, M.D. for an eye-opening take on this subject!)
In no time, you’ll earn a new crown – Queen (or King) of Efficiency!
Like our blog? Join the conversation. Got a topic related to medical transcription or health information management you’d like us to cover? Connect with me at: ktant@idata-llc.com
From the Desk of Kendall Tant, CEO, iData
With the continued migration toward the almighty EHR, it is incumbent on the CIO to make sound, cost-effective choices in Clinical Documentation choices. Oh, and 98% isn’t good enough. Accuracy is still King. You’ve heard the chattering about Speech Recognition (SR) – and you’re wondering if it merits a closer look.
As always, iData’s here to sort through the clamor and offer some direction.
Of course you’ve already encountered SR technology. Your own voice was captured and directed to the appropriate desk when you called the bank today and spoke your selections. It works – right? Fair enough. But the stakes are high here. There’s a big difference between, “no history of heart attack” and “blisters on his back.” You’ve got to work with a partner you can trust.
Voice Recognition: How it Works
Traditional Clinical Documentation (Medical Transcription) works like this: the clinician’s data is recorded via handwritten, hand-held device, laptop, phone or computer workspace. The information is translated, typed, coded and captured into a report the clinician approves. Essentially, Speech Recognition (SR) skips the step of typing. But it doesn’t mean a real live human isn’t necessary. Here’s how SR works:
1. The clinician dictates and records patient information into a handheld device.
2. A voice file is sent directly to a voice recognition server.
3. After the file is transferred, editors review the notes for accuracy.
4. Finally, clinicians then review these corrections and sign the stamp of approval.
With SR, The Medical Transcriptionist’s (MT) task becomes that of editor, instead of transcribing verbatim. M*Modal’s Speech Understanding™, for example, fosters medical documentation by transforming narrative into electronic documents that are structured, clinically encoded, searchable, and shareable.
Check out an example of how M*Modal’s software converts data into a structured report:
http://www.mmodal.com/technology.jsp
Many have identified the traditional MT’s job as dying a slow death in light of the evolution of SR. We say – not so fast.
While some hospitals and practices champion the efficiency and cost savings associated with SR technology, it is just one of a range of solutions we offer at iData. SR technology is evolving. There are still issues to tackle. A clinician’s mumbling, ancillary noise, pronounced accents, and poor speech habits can compromise the accuracy of the data. (Again – a human touch is still required!)
For the time being, SR offers a cost-effective choice to practices where the data is often repeated and easily categorized and coded, in specialties such as emergency medicine and radiology, for example. As with any other technology, SR can be assimilated into a range of solutions, so the accuracy so vital to “meaningful use” is safeguarded.
In a large hospital, for example, a “hybrid” approach works well, in which some departments choose SR and assign editors to scour the reports for accuracy. Other departments may choose to stick with the traditional route, merging the options for a solution that improves efficiency and reduces costs, while preserving the integrity of the data.
As always, we welcome your feedback. Leave a comment, and keep the conversation going. Have you used SR technology? What works in your practice? (And don’t forget to sign up for our RSS feed, so you can receive blog posts in your mailbox!)
Best,
Kendall
Clinical Documentation: The Industry Formerly Known as Medical Transcription
It’s no secret technology’s transforming the Clinical Documentation (formerly known as Medical Transcription) industry. Like businesses everywhere, the technological revolution to which we’re bearing witness requires every one of us to adapt in ways both significant and sublime. And in an industry that’s defined by words, it’s big news that we’re changing the verbiage we use to describe just what it is that we do.
A quick visit to the Medical Transcription Industry Association’s (MTIA) website and you’ll notice that while the URL is the same, their name has changed. Our industry’s primary trade association was just recently minted the Clinical Documentation Industry Association (CDIA). We think that’s pretty big news.
So what’s in a name?
We know. You’ve sliced open the invoice from your brand new medical transcription service. After picking yourself up from the floor, overcoming sticker shock and maybe even buyer’s remorse, you wonder, “I thought my rep said they charged 9 cents per line. Is it just me – or is someone’s math really off?”
No, you’re not crazy. Or alone. From CIO’s to Records Managers to small-town docs, confusion abounds over just exactly how clinical documentation services assess charges. It’s why at iData, our customers find exactly what they expected in their invoices.
They’ve got plenty of others things to worry about.
Unfortunately not everyone’s so lucky. For the time being, there exists no industry wide standardization for how clinical documentation companies charge customers. It’s true that most of us embrace charging by the line count, but turns out – all lines are not counted equally. A quote from one company for 9 cents per line can actually cost more than 13 cents per line from another firm – depending on how the lines are counted. Now that’s come crazy math.
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