Transcription Tips

Follow the below transcription tips to improve quality and speed of transcription:

See the time before starting the file. Depending on the length of the file, determine the time to be taken to complete the file. For example, to transcribe a 5-minute file, it should take half-an-hour with double check. Experienced MT can do the same file in 15 minutes.


Try to complete the file as quickly as possible. To accomplish this, you need to have good listening and typing skills. Key in the words that you hear in the first attempt and leave blanks wherever you do not understand. Do not stick to the blank to be cleared in your first attempt; it will waste your time.

While transcribing, try to see the time in between to be more precise about your targeted time. After completing the file, note down the time taken for you to complete it. By doing so, you will gradually reduce the transcription time when you come across the same length audio next time.

While doing second reading or proofing of the file, you need to check the below points:
Patient details like patient name, date of birth, medical record number entered correctly.
Dates like date of visit, date of service, date of transcription, date of admission, date of discharge entered correctly.
Check for gender of the patient if He or She.
Are your sentences gramatically correct.
Check for punctuation marks like period, comma, colon, semicolon, apostrophe, quotation marks, and hyphen used at appropriate places.
Check if drug names and dosages entered correctly. Drug names with a generic name always starts with a small letter and drug names with a brand name always starts with a capital letter.
Unnecessary spaces removed, especially in the header and footer part.
Blanks cleared. It is advisable to keep a blank instead of keying in wrong words or phrases.
Are client specifications applied correctly.
Other than the blanks, your file should not have any sound alike words, wrong drug names or dosages, additional text.


Once you are done with the above cross check, you can upload your file to the next level.

Try to apply logic while transcribing any file. If you are doing a Cardiology file, keep in mind the terminology and drugs of cardiac related problems. This will make your work easy and help you give quality output.

Having enough sample documents is always useful while transcribing. Most of the time from samples itself you can make out similar review of systems, similar physical examination, similar operative reports, standard phrases etc. Because of samples, you will cut down your transcription time and will finish your files fast.

When in doubt, always put a blank. After listening for a number of times, if you are not able to clear the blank, look away from the monitor, do not see the text, see somewhere and listen, you will get it. Even by doing so, if you are not able to clear that blank, get out of your place for a moment and get back and listen, you will get it. If these tricks are not helping you then it's always a good idea to put a blank rather than messing up the file with blunders.

Numbering mistakes are common when you are typing a list especially when the number is followed by double spaces. Always double check a numbered list if it is more than 5 in number to avoid number mismatch error. Sometimes the dictator may go wrong while dictating a numbered list, but you should be careful while typing.

If you are working on a foot pedal, do not keep on pressing play/pause frequently. Listen phrase by phrase and transcribe. Always try to listen to a complete sentence and then give a pause, understand it, recollect it, and then transcribe it. Try to avoid listening just words. Listening to the entire sentence gives you a clear picture about the subject and what the doctor is dictating. Apply logic when you listen a different word or phrase which does not match with the rest of the transcript and listen again, you will get it. Practicing this will help you cut down the transcription time and will improve quality of your work.

Try to avoid getting up in the middle of the file. Always try to complete the file before taking a break. This will help you in not getting distracted from the subject and will help you in giving quality output.
Side Headings
To separate a particular subject from the rest of the text we use side headings. In medical transcription we come across various kinds of medical reports also known as work types and these work types carry side headings in them based on the subject. For example, History or History of present illness is a common side heading...
Client Specifications
Guidelines set by the client or the hospital to do their work in a certain specified format is called client specification. AAMT guidelines are the fundamental rules which every Medical Transcriptionist should know. AAMT guidelines gives you an overall information about specifications and/or rules of transcription...
Feedback
Feedback is the process in which the output of an action is returned to modify the next action. You all know that in medical transcription we convert the audio format into text format and in this process the chances are that we may listen something and type something wrong and for that you will get a feedback so that you can...
Keyboard Shortcuts
Command over computer keyboard is important in the field of Medical Transcription. You may have a good typing speed, but of what use if you do not know the keyboard shortcuts. Moving in the document with ease is very essential. Look at the keyboard, see closely on keys "F" and "J"; you can see hyphen-like markings on those keys...
Home Transcription
If an MT works from home it is called home-based transcription. MTs working from home are called HMTs (Home Medication Transcriptionist) or IMTs (Independent Medical Transcriptionist). Who is fit to take up home based transcription work and what are its requirements...

Line Count
In Medical Transcription, transcribed documents have lines and one line consists of 65 characters including spaces. To calculate total lines of a document, open your medical report in MS Word, press Alt + T + W to open word count. You need to note down the value of Characters...



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