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Consider alternatives when transcription takes over

HIM Connection, February 28, 2005

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If internal staff cannot handle the volume of work at your facility, even after carrying out time- and keystroke-saving techniques, consider these alternatives:

1. Reduce dictation requirements
2. Grow your own transcriptionists
3. Outsource the work

Some organizations have dramatically reduced transcription volume by eliminating the word "dictated" in the bylaws. It does not, however, necessarily reduce physician effort because the history and physical (H&P), operative report, etc., must still be recorded.

Teaching organizations-where two or even three H&Ps exist in some records-have questioned the necessity of dictated report. This, coupled with the natural delay in having the document on record, has resulted in some organizations changing their medical staff rules to eliminate the requirement for the dictated H&P. This change allows the physician to record the H&P at the time he or she completes it, and it is readily available to other caregivers.


Just as many organizations select promising individuals in their organization to enroll in coding training programs, transcription training uses similar approaches. Comprehensive courses such as the SUM program from Health Professions Institute provide a foundation upon which individuals can build. Transcription typists and even dictators find themselves assigned to these junior transcriptionist positions until such time as they master the work type and progress to another.


The growth of transcription firms is the result of organizations needing assistance in meeting the growing demand for transcription. These may be large national or international firms, or regional or local firms. Individuals also offer transcription on a contracted basis. Physician offices often use individual contractors to meet their transcribing needs. The challenges for any organization considering outsourcing are determining how it is being charged and what the comparable charges are. Some of the common charging approaches include by report or report type, line, character, word, and minutes.

 

Next week HIM Connection will bring you outsourcing advantages and disadvantages, tips to assess whether outsourcing is a good option for you, and help with making fiscal decisions related to outsourcing. Be sure not to miss it!

This excerpt is adapted from the book More with Less: Best Practices for HIM Directors.

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