Make sure your transcriber/ MT equipment’s is in good shape.
Clean and service your transcriber regularly according to the owner's manual or have it serviced regularly at the dealer. By doing this, you will be able to save a lot of money.
Make sure you are comfortably seated.
You should always try to find the very best chair you, or your employer can reasonably afford. If there are protests about the cost of a really good ergonomic chair (they can easily cost from Php. 1700.00 to over Php. 49,000.00) remind your employer the cost involved if you do get work-related injuries caused by a poor chair. The cost of you going on medical leave will be much more detrimental to your employer than the initial cost of good ergonomic furniture. Following proper procedures to avoid work-related repetitive stress injury will ensure you have a long transcribing career.
Try to keep your work environment quiet.
Seasoned medical transcriptionists know how important it is to have their surroundings as quiet as possible. No doubt this is sometimes impossible, especially when you are in a busy transcription pool with people coming and going. Fast, accurate transcription is most attainable when you can concentrate on the dictated words and virtually nothing else. While you are able to transcribe with ambient noise, speed and accuracy are almost always adversely affected. Working in a transcription pool, make sure your supervisor keeps regular "office traffic" away from your area. If your place of work does not have rules about a quiet zone for medical transcription, you may want to raise this idea with your supervisor or employer.
Would You Please Repeat That – Slowly.
Many physicians are so bad at dictating that you need some special techniques to understand exactly what they are saying. If you find it very difficult to understand a particular dictator, try these approaches:
If your transcriber has a "tone" adjustment, make sure it is set to make the dictator's voice sound "raw" - i.e., little or no bass. Do the same if you have a "bass" control. Removing as much bass as possible allows the words to be heard more clearly. Unfortunately it may also accentuate any static on the tape.
Try adjusting the tape playback speed from very, very slow to fast. Sometimes varying the speed of the tape transport will allow you to pick up on what is being said.
Try unplugging your headset and playing the tape out of the transcriber speaker, if there is one.
Try having someone else listen to the passage you are having trouble with (remembering confidentiality issues, of course).
Make a note where the unintelligible section is on the tape, using your tape counter, and come back later to see if being away from it for a while helps you to "listen anew."
One or a combination of all these approaches will sometimes help.
No Guessing.
Avoid guessing about what you hear. If the problem dictation involves drug names, drug dosages, patient-described symptoms, etc., guessing incorrectly could have life-threatening implications if your error goes through the health system unnoticed. The safest, professional, and ethical approach is to leave a blank in the transcription, making sure to make a notification on the report about the area of dictation needing clarification by the dictating physician. Of course, if there is a way to verify what is being said by contacting the actual dictating physician or his/her staff, this is the best, quickest and sometimes easiest way to handle questions about problem tape passages.
Maximizing Keyboarding.
One of the ways to ensure you are getting as much work done as possible is to make use of abbreviations. If you are serious about making medical transcription as a career, you really have to learn to use abbreviations to speed up your work. Some word-processors have spelling features that allow you to use auto-correction when transcribing at your computer. You can use this feature to expand words "on the fly."
For instance, instead of having to always type "examination," you can instruct the speller to expand an abbreviation like "exn" to the word "examination."
Get Rid of Rodents.
Most professionals who use word-processing software avoid using their desktop mouse like the plague. Taking your fingers from the keyboard slows you down, so if you want to really churn out the work you must learn keyboard shortcuts for as many actions as possible. Most word-processors give a keyboard equivalent for an action you point to with your mouse, especially on main menu items.
Using shortcut keys in Windows.
Learning the shortcut keystrokes for Windows (see table below) will help you perform general program actions faster. Many of the Windows commands are common to most windows programs. If you are currently using word-processor specific commands that correspond to the commands below, you may want to consider changing your word-processor preferences to match these common shortcut keys.
To ...................................................Press
Activate the menu bar in programs ..........F10
Carry out the corresponding command on the menu ..ALT+ underlined letter in menu
Close current window .......................CTRL+F4
Close current window or quit ..........................ALT+F4
Copy .............................CTRL+C
Cut ..............................................CTRL+X
Delete........................................ DELETE
Help on selected dialog box item ................F1
Current window’s system menu ....................ALT+Spacebar
Shortcut menu for selected item ...............SHIFT+F10
Display the Start menu .......................CTRL+ESC
System menu for MDI programs .............ALT+HYPHEN
Paste ....................................................CTRL+V
Undo ....................................CTRL+Z
Switch to the window you last used -Or- Switch to other window
...ALT+TAB holding down ALT while TAB by repeatedly pressing
I hope that you were able to get something from these...
Thank You and God Speed Mozcom
Monday, February 19, 2007
Wednesday, February 7, 2007
What is the NPI number?
We're all supposed to keep track of so many numbers in the patient record. There's the social security number, the MRN, the job number. Now there's this new NPI #. What exactly is it?
I myself am just starting to learn the ins and outs of medical billing here in the U.S., which is the lifeblood of doctor's offices. Let me start with how doctors here get their money.
Unlike in the Philippines, patients here don't typically go into a doctor's office and pay for their visit. Most have insurance and their doctors are responsible for submitting what are called "claims" to the patient's insurance company to let them know that the patient came to their office for such and such a procedure or exam etc... The Insurance company, then determines whether the claim is covered in the patient's insurance policy and either rejects the claim or approves it and then sends a check to the doctor.
Enter the NPI number. Starting this year, Medicare (the government-run insurance company for older Americans 65 and up) are requiring that doctors apply for an NPI or Nationa Provider Identifier number to speed up the claims process. Doctors are having big problems with this, because imagine the headaches. First they have to apply for one. Second, the current "claims" forms don't have a spot for this NPI number, meaning there's a new version of the claim form that they have to get now. Then, for those who bought billing software to electronically send in their claims, they have to pay money to make sure the software accomodates this new NPI number.
There's more to it than that, but that's what MTs should know at least about the NPI#
What does this mean for us? Well, I suspect you will see more and more doctors wanting their NPI#s on their patient records. Now you know how important this number is for a doctor, because if it's not filled out or is wrong, the insurance will delay in sending the check and the doctor won't get paid.
I myself am just starting to learn the ins and outs of medical billing here in the U.S., which is the lifeblood of doctor's offices. Let me start with how doctors here get their money.
Unlike in the Philippines, patients here don't typically go into a doctor's office and pay for their visit. Most have insurance and their doctors are responsible for submitting what are called "claims" to the patient's insurance company to let them know that the patient came to their office for such and such a procedure or exam etc... The Insurance company, then determines whether the claim is covered in the patient's insurance policy and either rejects the claim or approves it and then sends a check to the doctor.
Enter the NPI number. Starting this year, Medicare (the government-run insurance company for older Americans 65 and up) are requiring that doctors apply for an NPI or Nationa Provider Identifier number to speed up the claims process. Doctors are having big problems with this, because imagine the headaches. First they have to apply for one. Second, the current "claims" forms don't have a spot for this NPI number, meaning there's a new version of the claim form that they have to get now. Then, for those who bought billing software to electronically send in their claims, they have to pay money to make sure the software accomodates this new NPI number.
There's more to it than that, but that's what MTs should know at least about the NPI#
What does this mean for us? Well, I suspect you will see more and more doctors wanting their NPI#s on their patient records. Now you know how important this number is for a doctor, because if it's not filled out or is wrong, the insurance will delay in sending the check and the doctor won't get paid.
Tuesday, February 6, 2007
Quality
Quality is probably the single most important factor in keeping a client. I wanted to open this up for discussion as it seems we are still making the same mistakes over and over. Diomar's suggestion on word expanders is a great start. Let's keep the ideas flowing until we have a rigid workflow that allows for very little errors to get through.
What about an editor's checklist? Do we have that for our editors? For example, the obvious, checking templates to make sure it's the accurate one, check patient name spelling, doctor spellings, headings, names of places. Is there an extra space after periods?
We need to start implementing creating a standard template in .dot format. Let's discuss this...
What about an editor's checklist? Do we have that for our editors? For example, the obvious, checking templates to make sure it's the accurate one, check patient name spelling, doctor spellings, headings, names of places. Is there an extra space after periods?
We need to start implementing creating a standard template in .dot format. Let's discuss this...
Tuesday, January 30, 2007
CREATING AND USING AUTO CORRECT TO INCREASE YOUR PRODUCTIVITY
Using word expanders (auto correct) when typing medical transcription will increase your production without the need to type faster. This means less time spent sitting at your computer, less stress and strain on your body, and more money in your paycheck.
By following these simple guidelines and incorporating the word expanders (auto correct) into your daily typing routine, you will increase your production by over 50 PERCENT!
You can never have too many word expanders. Anytime you type a word or phrase more than three times in one day, you need to make a word expander for it. Keep this guide by your computer for reference until you begin to get familiar with the word expanders you have started using and in no time, using the word expanders will become habit and you will start seeing your production rate increase.
12 TIPS FOR CREATING WORD EXPANDERS (AUTO CORRECT)
1. The simplest and most common way to make a word expander is to use the first letter of each word. Leave out words such as a, the, and, etc.
Example: hrrr/heart has a regular rate and rhythm
2. When making for two words, you can use the first two letters from each word.
Example: otne/otherwise negative
3. For longer words, use the first and last letter of the word.
Example: ory/originally
4. Add letters to the beginning or ending of words to increase their use.
Example: rom/range of motion – then add farom/full active range of motion
5. Create word expanders (auto correct) for words that are often spelled incorrectly.
Example: adn/and, hten/then, caues/cause, etc.
Ive been practicing this style since, and it helped me alot... so try it and see the difference...
see yah God bless...
By following these simple guidelines and incorporating the word expanders (auto correct) into your daily typing routine, you will increase your production by over 50 PERCENT!
You can never have too many word expanders. Anytime you type a word or phrase more than three times in one day, you need to make a word expander for it. Keep this guide by your computer for reference until you begin to get familiar with the word expanders you have started using and in no time, using the word expanders will become habit and you will start seeing your production rate increase.
12 TIPS FOR CREATING WORD EXPANDERS (AUTO CORRECT)
1. The simplest and most common way to make a word expander is to use the first letter of each word. Leave out words such as a, the, and, etc.
Example: hrrr/heart has a regular rate and rhythm
2. When making for two words, you can use the first two letters from each word.
Example: otne/otherwise negative
3. For longer words, use the first and last letter of the word.
Example: ory/originally
4. Add letters to the beginning or ending of words to increase their use.
Example: rom/range of motion – then add farom/full active range of motion
5. Create word expanders (auto correct) for words that are often spelled incorrectly.
Example: adn/and, hten/then, caues/cause, etc.
Ive been practicing this style since, and it helped me alot... so try it and see the difference...
see yah God bless...
Sunday, January 28, 2007
D' T A D I GROUP OF COMPANIES….
Last week on January 15, 2007, we have been cordially invited by the DTI to attend for an assembly, located at 3F Mintrade Bldg., cor. Monteverde Ave, Davao City. The meeting started approximately 1400 hours.
The agenda was all about putting up an alliance of MT companies here in Davao City. According to them, the logic in putting this up was to promote the potentials of out-sourcing transcription services in the city and to pursue the vision of the local government for Davao City. Some of you might be familiar with MTIAP as known as Medical Transcription Industry Association of the Philippines, who hosted about 41 major medical transcription firms here in the Philippines. Of what DTI is proposing, you may call it a younger version of MTIAP (magkakamag-anak lang sila kung baga hehehehe). The meeting was then attended by different MT companies including MT academe, (DFTCC, MTC, Brokenshire Learning System, KTLC, Surfer Lounge, Synergy Transcription, and CITEC).
We were then hosted by Mr. Samuel and Mrs Sheila Mae Pe, proprietors of SSP transcriptions. We begin talking, exchanging ideas and asking relevant questions (If is this feasible?, Are we ready for this, Who will lead us?,? etc..). but one question came up and struck us all. What will we be getting from this?, SSP transcription was then eager to extend their knowledge to new comers by answering all those questions and it ended pleasingly. According to Mr Sam, they themselves have not considered other MT companies as competitors. They don’t compete with other MT companies in order to get a client (it does not work that way) clients are everywhere, even though two MT companies are in a same building, it doesn’t matter. You have your own different account. You don’t do market here but in abroad. What SSP is offerings, is that they will offer help for those interested and equipped MT companies to have their own direct clients (Oh diba bongga!, ang bait naman). Actually the catch there is, they will have a cut into your rates, 20% per line rate. Meaning if your rate per line is 10 cents, 2 cents of it will go to SSP and 8 cents will be your net rate. According to Mr. Sam, the 20% that they will be earning will go to their marketing personnel in the states. Well, 8 cents is not bad for a starter than tying up to India and having 2 to 4 cents per line.
After a stimulating discussion, we then began organizing the alliance name and objectives.
Among the objectives of the alliance are:
•Promote Transcription industry in Davao City and surrounding areas among target markets in the United States, Europe and other potential markets for transcription services;
•Strengthen networking and establish marketing alliance among members of the association
•Ensure strict adherence by the members to quality standards and practices in the transcription industry.
•Set up and maintain funds to support the operations and implementation of programs and projects of the association.
•Promote goodwill among members;
The Medical Transcription Companies and Training Providers in Davao City have organized recently as a group dubbed “Transcription Alliance of Davao, Inc.” Registration of the said alliance is still being processed with the Securities and Exchange Commission in Davao City as non-stock, non-profit organization.
The alliance is welcoming all MT companies who wants to join with them, if you have the desire to join you may contact DTI Davao.
Contibution and Collection Status:
Fees:
Membership - Php. 1000
Due- Php. 500
Total: Php. 1500
NOTE:
TADI will be joining the E-Services Phils (conference) on February 15-16, 2007 at EDSA Shangrila Manila Hotel, following confirmed their interest to join the Davao delegation:
SSP transcription
Brokenshire Learning System, Inc.
MTC Academy Davao
Coming Soon!
“WHY IT’S HOT”
The agenda was all about putting up an alliance of MT companies here in Davao City. According to them, the logic in putting this up was to promote the potentials of out-sourcing transcription services in the city and to pursue the vision of the local government for Davao City. Some of you might be familiar with MTIAP as known as Medical Transcription Industry Association of the Philippines, who hosted about 41 major medical transcription firms here in the Philippines. Of what DTI is proposing, you may call it a younger version of MTIAP (magkakamag-anak lang sila kung baga hehehehe). The meeting was then attended by different MT companies including MT academe, (DFTCC, MTC, Brokenshire Learning System, KTLC, Surfer Lounge, Synergy Transcription, and CITEC).
We were then hosted by Mr. Samuel and Mrs Sheila Mae Pe, proprietors of SSP transcriptions. We begin talking, exchanging ideas and asking relevant questions (If is this feasible?, Are we ready for this, Who will lead us?,? etc..). but one question came up and struck us all. What will we be getting from this?, SSP transcription was then eager to extend their knowledge to new comers by answering all those questions and it ended pleasingly. According to Mr Sam, they themselves have not considered other MT companies as competitors. They don’t compete with other MT companies in order to get a client (it does not work that way) clients are everywhere, even though two MT companies are in a same building, it doesn’t matter. You have your own different account. You don’t do market here but in abroad. What SSP is offerings, is that they will offer help for those interested and equipped MT companies to have their own direct clients (Oh diba bongga!, ang bait naman). Actually the catch there is, they will have a cut into your rates, 20% per line rate. Meaning if your rate per line is 10 cents, 2 cents of it will go to SSP and 8 cents will be your net rate. According to Mr. Sam, the 20% that they will be earning will go to their marketing personnel in the states. Well, 8 cents is not bad for a starter than tying up to India and having 2 to 4 cents per line.
After a stimulating discussion, we then began organizing the alliance name and objectives.
Among the objectives of the alliance are:
•Promote Transcription industry in Davao City and surrounding areas among target markets in the United States, Europe and other potential markets for transcription services;
•Strengthen networking and establish marketing alliance among members of the association
•Ensure strict adherence by the members to quality standards and practices in the transcription industry.
•Set up and maintain funds to support the operations and implementation of programs and projects of the association.
•Promote goodwill among members;
The Medical Transcription Companies and Training Providers in Davao City have organized recently as a group dubbed “Transcription Alliance of Davao, Inc.” Registration of the said alliance is still being processed with the Securities and Exchange Commission in Davao City as non-stock, non-profit organization.
The alliance is welcoming all MT companies who wants to join with them, if you have the desire to join you may contact DTI Davao.
Contibution and Collection Status:
Fees:
Membership - Php. 1000
Due- Php. 500
Total: Php. 1500
NOTE:
TADI will be joining the E-Services Phils (conference) on February 15-16, 2007 at EDSA Shangrila Manila Hotel, following confirmed their interest to join the Davao delegation:
SSP transcription
Brokenshire Learning System, Inc.
MTC Academy Davao
Coming Soon!
“WHY IT’S HOT”
Thursday, January 25, 2007
OVERCOMING THE CHALLENGE
Howdee friends!
Obviously, doctors are not going to throw this new-found mobility away and revert to the old way of doing things. We can hope that technology will continue to improve until there is such a thing as a wireless, cordless, dictation headset that doesn't pick up static, interference from fluorescent lights, other electronic hospital equipment, cell phones, etc. In the meantime, no self-respecting MT wants to end up with a report full of holes looking like Swiss cheese---that makes the MT look incompetent besides being a disservice to the facility and the patient.
Until technology catches up with our end of the dictation, here are a few suggestions:
Master the terminology. By this, I mean, really get a grip on the terminology for all different specialties. Say, for instance, you are transcribing an echocardiogram. If you know the names of the four heart valves (mitral, tricuspid, aortic, pulmonic or sometimes called pulmonary), when the dictation is choppy or part of a syllable is cut off from words, you'll know what the rest of the word is supposed to be. Say you hear "onic valve" - you'll know that's supposed to be pulmonic valve. Or, "uspid" regurgitation - you'll know that's supposed to be "tricuspid" regurgitation. Folks, this isn't guessing - it is mastering knowledge. There are four heart valves and they have specific names. If you know those names, there is no need for blanks. If you don't KNOW, however, don't guess! Use common sense, too - pay attention to what is being dictated and get a sense of understanding of what is trying to be conveyed by the dictator. It does require self-discipline and a thirst for knowledge to master medical terminology. The more hands-on experience you gain as an MT, the greater your fund of medical knowledge will grow. It takes sheer strong-willed determination to master your craft, but in the end, you'll be able to transcribe anything that is thrown your way. :)
Learn all you can about diagnostic procedures, laboratory tests, operations, drugs, and new developments. Again, it takes determination and dedication to learn your craft. Develop standards. This is especially helpful for transcribing Operative Reports and Procedure Notes. Doctors, like most of us, are creatures of habit. After performing the same procedures over and over every day, they tend to dictate the same phrases and techniques nearly verbatim for nearly all patients, with minor adjustments for each individual case. So, you can make a standard for each and every physician and procedure dictated by that doctor and include that in your word expansion program or create a handy cut-and-paste computer desktop file. When you get the same type of report next time from the same dictator, it is simple to pull up your "standard" to copy and paste into your report, then follow along to make the necessary adjustments and changes. This little trick will help to maximize your line count - a crucial factor when you are paid by production. Caution: Be sure you listen to each dictation to make the necessary adjustments and tweaks in each report - otherwise, your MT employment might end up
COMING SOON !!!
D' TADI
First of all, I would like to express my appreciation for inviting me here esp. to Sir Gerard, Sir Mike, Ma’am Beta, Kelly and Riza. Thank you guys! It is my pleasure to share some information of what I know in the MT industry now days (esp. here in Davao City). I hope that through these blogs, we will be able to continually educate ourselves regarding the latest trends and best practices in the medical transcription industry.
Medical Transcriptionist,
Have you ever wondered why some dictation is so scratchy, distorted, muffled, choppy, fades in and out, has an annoying hum, or the line has static? What's with all of the bad hospital phone lines all over the country? Is everyone dictating via cell phones? The answer is simple: Wireless, cordless, portable, dictation headsets. These telecommunication electronic wonders have appeared in hospitals and outpatient facilities during the last several years and doctors love them! The principle is simple: Dial up the assigned dictation line on the regular phone, punch in the patient MR#, then walk away, and start dictating into the wireless headset, freeing hands and body to do other things---such as dictating the last procedure completed while going up for the next. The physician has gained mobility and freedom. He is saving valuable time. And the cordless concept is catching on like wildfire. Great! Now, in addition to occasional stammering, stuttering, changes, irregular sentence structure, bad grammar, and occasional goofs, there is a new challenge. Another hurdle. Another source to create possible blanks in reports.
Medical Transcriptionist,
Have you ever wondered why some dictation is so scratchy, distorted, muffled, choppy, fades in and out, has an annoying hum, or the line has static? What's with all of the bad hospital phone lines all over the country? Is everyone dictating via cell phones? The answer is simple: Wireless, cordless, portable, dictation headsets. These telecommunication electronic wonders have appeared in hospitals and outpatient facilities during the last several years and doctors love them! The principle is simple: Dial up the assigned dictation line on the regular phone, punch in the patient MR#, then walk away, and start dictating into the wireless headset, freeing hands and body to do other things---such as dictating the last procedure completed while going up for the next. The physician has gained mobility and freedom. He is saving valuable time. And the cordless concept is catching on like wildfire. Great! Now, in addition to occasional stammering, stuttering, changes, irregular sentence structure, bad grammar, and occasional goofs, there is a new challenge. Another hurdle. Another source to create possible blanks in reports.
Soooo, what's a Medical Transcriptionist to do?
Obviously, doctors are not going to throw this new-found mobility away and revert to the old way of doing things. We can hope that technology will continue to improve until there is such a thing as a wireless, cordless, dictation headset that doesn't pick up static, interference from fluorescent lights, other electronic hospital equipment, cell phones, etc. In the meantime, no self-respecting MT wants to end up with a report full of holes looking like Swiss cheese---that makes the MT look incompetent besides being a disservice to the facility and the patient.
Until technology catches up with our end of the dictation, here are a few suggestions:
Master the terminology. By this, I mean, really get a grip on the terminology for all different specialties. Say, for instance, you are transcribing an echocardiogram. If you know the names of the four heart valves (mitral, tricuspid, aortic, pulmonic or sometimes called pulmonary), when the dictation is choppy or part of a syllable is cut off from words, you'll know what the rest of the word is supposed to be. Say you hear "onic valve" - you'll know that's supposed to be pulmonic valve. Or, "uspid" regurgitation - you'll know that's supposed to be "tricuspid" regurgitation. Folks, this isn't guessing - it is mastering knowledge. There are four heart valves and they have specific names. If you know those names, there is no need for blanks. If you don't KNOW, however, don't guess! Use common sense, too - pay attention to what is being dictated and get a sense of understanding of what is trying to be conveyed by the dictator. It does require self-discipline and a thirst for knowledge to master medical terminology. The more hands-on experience you gain as an MT, the greater your fund of medical knowledge will grow. It takes sheer strong-willed determination to master your craft, but in the end, you'll be able to transcribe anything that is thrown your way. :)
Learn all you can about diagnostic procedures, laboratory tests, operations, drugs, and new developments. Again, it takes determination and dedication to learn your craft. Develop standards. This is especially helpful for transcribing Operative Reports and Procedure Notes. Doctors, like most of us, are creatures of habit. After performing the same procedures over and over every day, they tend to dictate the same phrases and techniques nearly verbatim for nearly all patients, with minor adjustments for each individual case. So, you can make a standard for each and every physician and procedure dictated by that doctor and include that in your word expansion program or create a handy cut-and-paste computer desktop file. When you get the same type of report next time from the same dictator, it is simple to pull up your "standard" to copy and paste into your report, then follow along to make the necessary adjustments and changes. This little trick will help to maximize your line count - a crucial factor when you are paid by production. Caution: Be sure you listen to each dictation to make the necessary adjustments and tweaks in each report - otherwise, your MT employment might end up
COMING SOON !!!
D' TADI
Welcome All!
Hi All,
Thanks Gerard for initiating this blog. Let's make good use of this blog to exchange ideas that would be beneficial to our business. Please do not hesitate to express your views, suggestions or opinions that could help us do our jobs better.
I welcome all to this blog!
Regards,
Mike Fernan
Thanks Gerard for initiating this blog. Let's make good use of this blog to exchange ideas that would be beneficial to our business. Please do not hesitate to express your views, suggestions or opinions that could help us do our jobs better.
I welcome all to this blog!
Regards,
Mike Fernan
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