Healthcare companies and physician practises are feeling the pressure to accomplish even more with less following the implementation of healthcare reform in recent years. It’s just not cost effective to keep services like medical transcription in-house. Outsourcing clinical documentation can help save costs and increase efficiencies without sacrificing quality or data security, but selecting the correct medical transcription service organisation (MTSO) is crucial.
Find the Right Clinical Documentation Partner
While outsourcing clinical documentation can help you save money and improve productivity, it’s critical that you take the time to find the right MTSO for your company. These twelve steps will assist you in making the best selection possible.
Clearly Define Your Needs
Selecting a clinical documentation partner isn’t difficult; the challenge is finding the proper one for your organization’s needs. Define your non-negotiable needs before meeting with possible MTSOs so that expectations are clear from the start.
Building a connection with a clinical documentation partner will ensure you get the most value out of your investment due to the unique characteristics of each healthcare facility. No one knows your company as well as you do. Collaboration is key to success, so make sure you react to inquiries or requests for further information as soon as possible.
It may seem self-evident, but don’t just pick the first MTSO you come across. Reduce your search results to your top three suppliers, then compare them side by side to see how they compare. Look for distinguishing characteristics to discover which one sticks out. Are you based in the United States or abroad? Is there live support available, or will you have to wait for a response? What is their rate of accuracy? What technology and data security precautions have they taken? It’s a red signal if this information isn’t visible and easily accessible.
Ask For References
Make sure you choose a provider who has experience with successful migrations to the outsourced transcribing model before you make a decision. Inquire about any references or case studies that support their claims and technique. Instead of vacuous generic assertions, look for quantifiable numbers.
The Big Picture
The transition to outsourcing clinical documentation is a process that will take time. The proper partner will have a well-defined plan in place and will assist you at every step, from the initial consultation to planning, implementation, and continuing reporting. Having a roadmap in place will assist guarantee that the move goes well and on time.
Following these steps to choose the ideal clinical documentation partner will result in a devoted extension of your company that helps every department run more efficiently and cost-effectively.
Most transcribing services have a 24-hour turnaround time, allowing you to respond to your patient’s needs as soon as possible. However, some documents can be done even faster, and many companies will charge an extra fee to speed up the turnaround time. However, if a company’s turnaround time for standard paperwork is more than 24 hours, you should consider using another service provider. Delays in administrative workflow and patient care can have a substantial impact.
Another thing to think about is the qualifications of the people who will be doing your transcriptions. The top transcriptionists are familiar with transcription standards, medical terminology, and HIPAA regulations. Their background will allow them to pick up on the finer points of transcribing, such as dialects, slang, colloquialisms, and other cultural nuances, resulting in higher overall quality.
At the end of the day, the transcriptionist’s and proofreader’s abilities determine if your transcripts are accurate and well-presented. Even if some transcription providers offer exceptionally low-cost transcription services, the quality of your final transcript may suffer as a result. If you’re unsure, request a five- to ten-minute sample of their work; most transcribing companies will gladly comply. You’ll be able to evaluate how accurate their services are based on this sample. Services that are not geared to medical transcribing or are inadequately formatted may need to repeat their job.
Choose a HIPAA-compliant transcribing business, such as Virtual Experts, to ensure that your medical data is secure. Always request a list of references. And don’t be content with the few clients who choose and show you; get as many client references as possible. As a result, you’ll be able to tell whether or not the organisation has any experience.
Keeping up with client needs necessitates a strong technical infrastructure. As more hospitals adopt EHR software, a medical transcription services firm that can provide EHR integration as well as tools for physicians and employees to navigate the system and manage activities will become increasingly valuable.
You must ensure that the medical transcribing service you select has the technology necessary to integrate with your current systems. In addition, your medical transcription service provider should be able to suggest system changes that will benefit your medical practise. You should also realise that your medical transcription service provider can design and configure apps to meet your practice’s specific requirements.
It can be difficult to understand the various billing systems used in the transcribing industry. Make sure you’re comparing apples to apples when conducting a billing comparison, and demand that the counting methodology be well described, demonstrable, and verifiable.
Should any concerns emerge after hours, technical help should be available 24 hours a day, seven days a week. When you have a problem, you should be able to solve it right away rather than waiting days. Healthcare facilities have a history of squandering time while waiting for a solution to their problems.
A mix of well-trained workers and an efficient system makes for good customer service. To handle the issues, you should be able to speak with competent and professional customer support employees who have an effective system at their disposal.