How we can help you achieve better transcription copy

Despite the introduction of technology across healthcare, clinical letters remain a fundamental part of how doctors communicate with their patients and colleagues. Whilst mobile phone apps have removed the need for physical tape recording the process still requires skilled typists to transcribe the audio files. Whilst they are experts in interpreting nuance of individuals voice it is important to adhere to some basis rules therefore ensuring that your transcription is completed to the highest standard.

Common mistakes you want to avoid:

1. Speaking too quickly – Cramming in information by speaking quickly to reduce the length (and cost) of the dictation often has the opposite result. Speaking very fast can make it difficult to decipher information, which can mean it may need to be rerecorded. To avoid this and get it right first time, try and speak at a normal pace!

2. Speaking too quietly – Whispering to try to not disturb those around you can make it difficult for us to hear you too! Ensure that you do not speak too quietly to improve the accuracy of your transcription.

3. Dictating with your phone too far away – While you are dictating, distance between you and your phone can make audio difficult to hear and transcription challenging. Avoid walking around the room while dictating, instead, ensure that you are close to your phone and speak into the microphone while dictating.

4. Dictating while in a crowded environment – Other voices in the background can be very distracting. Make sure that you are in a quiet environment when dictating, so that we can hear your voice clearly without excessive interference from others in the background.

5. Putting hand over microphone – I know it sounds pretty basic but another common mistake is accidentally putting your hand at the bottom of your phone when dictating, and thus distorting parts of the dictation. Ensure you are holding your phone in such a way that the microphone is unimpeded therefore creating transcription that does not sound muffled or distorted.

6. Dictating while walking in the street – Again, think carefully about your environment when dictating. Dictating on a busy street with people, sirens and traffic noise can make it difficult to decipher what you are saying. Considering your environment when dictating and avoiding areas with heavy background noise can help us to hear you clearly.

Finally, not on the list but equally important is to avoid multitasking activities such as “eating lunch or snacks” when dictating. Despite everyone’s mother berating us for speaking with our mouths full, it seems that occasionally in our rush to multitask this is sometimes forgotten.

By taking a few moments to review above and adhering to these basis principles of how to dictate your letters, you will enjoy the benefit of both a quick turnaround with improved accuracy in return.

Want to know more about how we can help? Please call out team today 01553 970024