How To: Use TrueShare to automate Medical Transcription processes

mitchmatt — Tue, 11 Aug 2009 20:45:50 +0000

You might be used to seeing doctors and nurses walking around with patient charts, or the floor to ceiling file shelves behind the receptionist desk at your family practice. These documents of course hold histories and notes on patients, and are critical for correct medical care. And since it is so important for patient data to be secure and up-to-date, most medical organizations use transcription services to decipher doctor’s audio notes and insert them into patient files.

The great thing about constantly evolving technologies like online file systems, is that established processes such as transcription can be easily enhanced. Today I’m going to look at how TrueShare‘s Auto Tran feature can be used for quicker and more efficient medical transcription.

With a TrueShare business plan, a transcription services company can assign individual accounts for every employee within each of their client’s offices. They can then group the accounts with the user or work group functionality, according to which office they belong to. This keeps the file system organized and easy to access.

Auto Tran in a Medical Transcription Setting

An example of Auto Tran being used in a medical transcription setting would proceed as follows: A member of the staff at a doctor’s office has 35 audio recordings from that day’s patient visits. She places these recordings in a folder that has been set up with the TrueShare Auto Tran application to be monitored for changes every hour. When the application finds the new files in the folder, it automatically uploads them to TrueShare.com, and can also copy them to an archive folder on the local computer for safe keeping.

The administrator at the transcription company then logs into TrueShare and sees all of the files that have been uploaded since the last time he logged in. He uses the “move” option to transfer the new files into both the transcription employee’s folder as well as an online backup folder in the main account. An email notification is then sent to the employee telling them that files are available in their folder.

The employee can either have Auto Tran set up to automatically bring the files to his personal computer, or he can log in and download the files to wherever he may be using a computer. Upon completion of the transcription by the employee, the process repeats itself in reverse until ultimately the doctor’s office receives its transcribed documents securely and promptly.

As you can see, using Auto Tran instead of a paper or offline electronic system is much more efficient. It saves time and resources, while also providing global connectivity (since files are stored online and can be accessed from anywhere.) I should also mention that TrueShare‘s security and encryption measures make it HIPAA compliant straight out of the box. So if you’d like more information about Auto Tran, and how it can used for medical or other transcription services, check out our features page.

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How To: Use TrueShare to automate Medical Transcription processes