Hi Friends,
The object of this post is to provide information to new and established Medical Transcriptionists, Editors/Proofers, and Quality Analysts on how various softwares and websites can be used to increase productivity and accuracy and deliver jobs to the client on time. Readers are welcome to Post on this subject.
What is Medical Transcription?
Medical transcription is the process of transcribing/typing of doctor’s (client’s) report from dictated audio files, presenting it in the format as instructed by client in a word document, checking the transcribed document for accuracy, and sending it back to the client. Also, if any discrepancy is noted in the record dictated by client, medical transcriptionists are expected to bring the discrepancy to the client’s notice. To briefly explain, each time a doctor sees a patient, a record is maintained by the doctor about the nature of patient’s complaint, patient’s medical history, patient’s surgical history, patient’s background, types of treatment initiated, progress of the patient, etc. In the United States, maintenance of typed records are mandatory for insurance purposes and due to lack of time, doctor’s in United States dictate the patient’s record on a Dictaphone, the medical transcriptions hears the audio files and types the report in word document using specified templates and in the client specified format, the proofer/editor and quality analysts again listen to the audio files and check the typed material for accuracy and after correcting errors if any, send the transcribed document back to client. Medical transcription companies are expected to deliver 98.5% accuracy and deliver the transcribed document to the client within the turn-around-time (TAT) ranging from 12 hours to 3-4 days.
The following are a list of websites which are very helpful in our profession.
https://www.google.com
https://www.drugs.com/search-wildcard-phonetic.html
http://www.quickfixmt.com/
http://www.medilexicon.com/medicaltranscription.php
http://www.mtdesk.com
http://www.mtdaily.com/
http://www.productivitytalk.com/
TIPS AND TRICKS WHICH WORK ON GOOGLE:
One can search drug names, doctor's name, medical equipment names, patient details, etc., from google which helps a great deal in avoiding blanks and also improves the accuracy.
For example say a doctor's name is dictated and address and you know that doctor is from New York , then one can just put the sound like "Dr. Name, New York" in google search and most of the time, one can find the doctor name and address in google. (do not put quotes)
If one is not sure of the drug name, one can put the drug name and disease name in google and check if that drug is used for treating the disease or not.
Similarly by putting patient full name, State where they live in google search most of the time gives details about the patient such as there occupation, hobbies, age etc.
By putting "patient full name, state where they live, age" in google search, one may also verify the patient's age but this may not be very reliable as there may be different patients with same name, so one has to keep this in mind. (do not put quotes in search)
By putting quotes in google search, the search results will contain the exact words. One can also use this for one's advantage. For example putting "Joan Smith" New York in google search, google results will show results which exactly contain both Joan Smith in the name.
Putting "aspirin is used for" in quotes will exactly show those words only in google search results thus helping in filtering down unwanted information and zeroing in on the relevant information.
Thus by using various combinations of whatever information we have, we can search in google. Google search is a boon for medical transcriptionist and editors. It is always better to check in google first regarding any doubts one has. This will greatly reduce blanks and errors in the document. This also greatly reduce time spent on referring to other books and improves productivity.
Another very useful site is https://www.drugs.com/search-wildcard-phonetic.html.
Here, one can check the drug is used to treat which disease, their dosage, etc. Plus one can also perform a sound like or wildcard search if one is not sure which drug it is.
If anyone has more tips and tricks, please put it in the comments section as it will be of great help to all of us.
The following are some of the softwares which help to enhance productivity and accuracy:
Auto Text Word Expanders: For typing 1000 lines/day, a MT makes 65000 keystrokes on the keyboard if he/she is not using any auto text or text expander. Auto Text word expanders reduce keystrokes, save time, hence they are necessary for increasing productivity and avoiding repetitive stress injury. The following are some of the auto text word expanders:
AUTOTEXT IN MS WORD: Auto Text in MS Word can be used to:
For Example: Commonly used words such as coronary artery disease, lymphadenopathy, myocardial infarction, hypertriglyceridemia, hysterectomy, etc. can be entered in auto text. So, whenever the MT types coro, lymph, myo, etc., auto text will pop up the full word coronary artery disease, lymphadenopathy, myocardial infarction, etc., respectively and the MT just has to press enter. This reduces keystrokes, saves time, and eliminates spelling errors. MT Companies usually have a common set of auto text entries for all its users for this purpose and the individual user can also customize the auto text entries as per his/her own wishes.
AUTO CORRECT IN MS WORD: The auto correct feature in MS Word can be used by an MT to reduce keystrokes. For example the user can make an auto correct entry with the first letter of the commonly used sentence or first few letters of a term or a combination of letters as per user preference. For example, the commonly used sentence "The patient returns to the office today for a followup visit." can be made as tprfv. So, whenever the MT types tprfv, word would automatically correct it to The patient returns to the office today for a followup visit. This saves time and reduces keystrokes. The commonly used words such as coronary artery disease can be cad, hyperlipidemia--hl, hypertension--ht, and so on. The advantage of using Microsoft Word auto correct feature over other text expanders is that the user can easily customize it according to his/her own preference and also avoid spelling mistakes as once an autocorrect entry is entered, word would automatically correct the error even if the MT types it by mistake, So, MT companies usually have common auto correct entries for all machines to eliminate common spelling errors.
PhraseExpress: PhraseExpress is a free text expansion software. With PhraseExpress one can:
Speed Typing: Using Speed Typing, one can type commonly used sentences quickly and easily. The user just has to type a word and the application automatically replaces it with a line or a paragraph.
DICTIONARIES AND SPELL CHECKERS: Stedman spell checker is a paid software. It is installed in MS word and it checks spelling for medical terms as well as medicines commonly used. Another product called Stedman’s dictionaries, which is a set of dictionaries, is used to provide explanation regarding various terms. The user can use various searches such as search by definition, search by wildcard, search by Headword, Browse on index, etc.
DRUG SEARCH SOFTWARE:
GENDER HIGHLIGTHER: This is an application which when run by the user highlights gender words such as Mr., Mrs., Ms., he, she, his, him, her. It helps the MT/ Editor/ QA to be certain of the gender in a document thus avoiding inserting of wrong gender in a document. One can also add certain words that can be highlighted specific for a doctor. For example, if a particular doctor wants the word Tuberculosis initial capitalized then whenever the word tuberculosis appears in that doctor’s file, the word will be blue colored to draw the MT’s/Editor’s/Quality Analyst’s attention towards it.
SPELL CHECKER AND GRAMMAR CHECKER IN MS WORD: Every MT/Proofer/Quality Analyst while transcribing the document/checking the document should ensure that the following options are ticked in MS Word, Tools, Options, Spelling and Grammar, Options:
Check spelling as you type
Always suggest corrections
Check grammar as you type
Check grammar with spelling.
THE REST OF THE OPTIONS SHOULD BE UN-TICKED.
MTs should spell check the document before uploading it and the editor/Proofer and Quality Analysts should ensure that the above mentioned options are properly ticked and unticked and always recheck the document (Tools, options, spelling and grammar, recheck document) before sending it to the client.
Thanks for visiting this blog. I am hoping to create and update the blog from time to time on various softwares that can make life easier for an MT. Readers are welcome to post on the subject.
The object of this post is to provide information to new and established Medical Transcriptionists, Editors/Proofers, and Quality Analysts on how various softwares and websites can be used to increase productivity and accuracy and deliver jobs to the client on time. Readers are welcome to Post on this subject.
What is Medical Transcription?
Medical transcription is the process of transcribing/typing of doctor’s (client’s) report from dictated audio files, presenting it in the format as instructed by client in a word document, checking the transcribed document for accuracy, and sending it back to the client. Also, if any discrepancy is noted in the record dictated by client, medical transcriptionists are expected to bring the discrepancy to the client’s notice. To briefly explain, each time a doctor sees a patient, a record is maintained by the doctor about the nature of patient’s complaint, patient’s medical history, patient’s surgical history, patient’s background, types of treatment initiated, progress of the patient, etc. In the United States, maintenance of typed records are mandatory for insurance purposes and due to lack of time, doctor’s in United States dictate the patient’s record on a Dictaphone, the medical transcriptions hears the audio files and types the report in word document using specified templates and in the client specified format, the proofer/editor and quality analysts again listen to the audio files and check the typed material for accuracy and after correcting errors if any, send the transcribed document back to client. Medical transcription companies are expected to deliver 98.5% accuracy and deliver the transcribed document to the client within the turn-around-time (TAT) ranging from 12 hours to 3-4 days.
The following are a list of websites which are very helpful in our profession.
https://www.google.com
https://www.drugs.com/search-wildcard-phonetic.html
http://www.quickfixmt.com/
http://www.medilexicon.com/medicaltranscription.php
http://www.mtdesk.com
http://www.mtdaily.com/
http://www.productivitytalk.com/
TIPS AND TRICKS WHICH WORK ON GOOGLE:
One can search drug names, doctor's name, medical equipment names, patient details, etc., from google which helps a great deal in avoiding blanks and also improves the accuracy.
For example say a doctor's name is dictated and address and you know that doctor is from New York , then one can just put the sound like "Dr. Name, New York" in google search and most of the time, one can find the doctor name and address in google. (do not put quotes)
If one is not sure of the drug name, one can put the drug name and disease name in google and check if that drug is used for treating the disease or not.
Similarly by putting patient full name, State where they live in google search most of the time gives details about the patient such as there occupation, hobbies, age etc.
By putting "patient full name, state where they live, age" in google search, one may also verify the patient's age but this may not be very reliable as there may be different patients with same name, so one has to keep this in mind. (do not put quotes in search)
By putting quotes in google search, the search results will contain the exact words. One can also use this for one's advantage. For example putting "Joan Smith" New York in google search, google results will show results which exactly contain both Joan Smith in the name.
Putting "aspirin is used for" in quotes will exactly show those words only in google search results thus helping in filtering down unwanted information and zeroing in on the relevant information.
Thus by using various combinations of whatever information we have, we can search in google. Google search is a boon for medical transcriptionist and editors. It is always better to check in google first regarding any doubts one has. This will greatly reduce blanks and errors in the document. This also greatly reduce time spent on referring to other books and improves productivity.
Another very useful site is https://www.drugs.com/search-wildcard-phonetic.html.
Here, one can check the drug is used to treat which disease, their dosage, etc. Plus one can also perform a sound like or wildcard search if one is not sure which drug it is.
If anyone has more tips and tricks, please put it in the comments section as it will be of great help to all of us.
The following are some of the softwares which help to enhance productivity and accuracy:
Auto Text Word Expanders: For typing 1000 lines/day, a MT makes 65000 keystrokes on the keyboard if he/she is not using any auto text or text expander. Auto Text word expanders reduce keystrokes, save time, hence they are necessary for increasing productivity and avoiding repetitive stress injury. The following are some of the auto text word expanders:
AUTOTEXT IN MS WORD: Auto Text in MS Word can be used to:
- Insert commonly used terms.
- Avoid repetitive typing of commonly used terms and thus reduce keystrokes.
- Increase speed and ensure timely completion of work.
- Ensure accuracy of the document by eliminating errors.
For Example: Commonly used words such as coronary artery disease, lymphadenopathy, myocardial infarction, hypertriglyceridemia, hysterectomy, etc. can be entered in auto text. So, whenever the MT types coro, lymph, myo, etc., auto text will pop up the full word coronary artery disease, lymphadenopathy, myocardial infarction, etc., respectively and the MT just has to press enter. This reduces keystrokes, saves time, and eliminates spelling errors. MT Companies usually have a common set of auto text entries for all its users for this purpose and the individual user can also customize the auto text entries as per his/her own wishes.
AUTO CORRECT IN MS WORD: The auto correct feature in MS Word can be used by an MT to reduce keystrokes. For example the user can make an auto correct entry with the first letter of the commonly used sentence or first few letters of a term or a combination of letters as per user preference. For example, the commonly used sentence "The patient returns to the office today for a followup visit." can be made as tprfv. So, whenever the MT types tprfv, word would automatically correct it to The patient returns to the office today for a followup visit. This saves time and reduces keystrokes. The commonly used words such as coronary artery disease can be cad, hyperlipidemia--hl, hypertension--ht, and so on. The advantage of using Microsoft Word auto correct feature over other text expanders is that the user can easily customize it according to his/her own preference and also avoid spelling mistakes as once an autocorrect entry is entered, word would automatically correct the error even if the MT types it by mistake, So, MT companies usually have common auto correct entries for all machines to eliminate common spelling errors.
PhraseExpress: PhraseExpress is a free text expansion software. With PhraseExpress one can:
- Organize repeatedly used terms.
- Expand abbreviations as one types the document.
- Launch program with text shortcuts.
- Auto-complete repetitive phrases.
- Correct spelling mistakes in any application.
Speed Typing: Using Speed Typing, one can type commonly used sentences quickly and easily. The user just has to type a word and the application automatically replaces it with a line or a paragraph.
DRUG SEARCH SOFTWARE:
- Brand Name
- Sound-alike drugs
- Synonyms
- Pronunciation guide
- Therapeutic category
- Use
- Usual dosage.
- Dosage forms
GENDER HIGHLIGTHER: This is an application which when run by the user highlights gender words such as Mr., Mrs., Ms., he, she, his, him, her. It helps the MT/ Editor/ QA to be certain of the gender in a document thus avoiding inserting of wrong gender in a document. One can also add certain words that can be highlighted specific for a doctor. For example, if a particular doctor wants the word Tuberculosis initial capitalized then whenever the word tuberculosis appears in that doctor’s file, the word will be blue colored to draw the MT’s/Editor’s/Quality Analyst’s attention towards it.
SPELL CHECKER AND GRAMMAR CHECKER IN MS WORD: Every MT/Proofer/Quality Analyst while transcribing the document/checking the document should ensure that the following options are ticked in MS Word, Tools, Options, Spelling and Grammar, Options:
Check spelling as you type
Always suggest corrections
Check grammar as you type
Check grammar with spelling.
THE REST OF THE OPTIONS SHOULD BE UN-TICKED.
MTs should spell check the document before uploading it and the editor/Proofer and Quality Analysts should ensure that the above mentioned options are properly ticked and unticked and always recheck the document (Tools, options, spelling and grammar, recheck document) before sending it to the client.
Thanks for visiting this blog. I am hoping to create and update the blog from time to time on various softwares that can make life easier for an MT. Readers are welcome to post on the subject.
