What makes MD-IT different from other transcription companies?

First, we specialize in serving physician offices and clinics, which means our services and software are designed for ambulatory patient care and not hospital care. Second, our services are provided through a nationwide network of regional offices guided by MD-IT owners who are committed to your satisfaction. Third, we'll help you introduce leading technology to promote the use of electronic records and reduce your use of transcription.

What is Intelligent Transcription?

Intelligent Transcription uses technology to automate many traditional transcription functions, saving time and money and improving document quality, while offering a personalized experience that reflects individual physician preferences.

What is the MD-IT Platform?

MD-IT Platform is a web-based transcription platform which acts as a central hub to coordinate the flow of patient documentation among physician offices, transcriptionists and others, and interfaces with your practice management and EMR systems.

What is the difference between Connect and Complete?

Connect is a document exchange system that connects our users to transcription services and the MD-IT Platform. Connect is provided free of charge to every Intelligent Transcription user. Complete is a document creation system that enables users to complete chart notes real time. Complete is provided on a monthly subscription basis to customers who choose to use it.

Do all physicians in a practice have to use the same services and software?

No. We fully understand that dictation and transcription needs vary from physician to physician. Each physician in your practice can select from a range of services and software options, and can vary choices by location, by patient or by day. For example, use telephone dictation from the surgery center and digital voice recorder from the office.

Can you interface to our practice management or EMR system?

Our technology is designed to make it easy to interface with your practice management or EMR system. We have completed over 30 production interfaces between our software and practice management and EMR systems using a wide variety of standards.

Do you offer speech recognition technology?

Yes, speech recognition is available for real-time speech to text conversion of dictated notes. We offer both front-end and back-end speech recognition software, each of which offer different benefits and challenges for users. In our experience, about half of all users are good candidates for speech recognition based on their dictation style, pace and accent.

Are you HIPAA compliant?

Yes. Our MD-IT Platform is designed with HIPAA compliance in mind, and offers the most secure and private environment for the management of clinical healthcare information available today. See HIPAA for our privacy and security features.

What types of dictation are available? How is dictation submitted?

You can dictate by phone using our toll free number. Alternatively, you can use a handheld digital voice recorder or software voice recorder on a PC to create a digital file. Digital files are submitted to our MD-IT Platform over a secure internet connection.

What equipment do you recommend for dictation and speech recognition?

For dictation, we support several digital voice recorders but recommend the Olympus DS-2300, DS-3300 or DS-4000 as our primary options. Each are relatively inexpensive, deliver the flexibility of wireless dictation, and can automatically link to the MD-IT Platform via Connect using secure FTP. For speech recognition, we have found the Andrea NC-91 headset provides excellent quality at a good price.

Do you have any tips for better transcription?

Location - dictate in a quiet place, where you're less likely to be interrupted or distracted and can stay focused. Forethought - give some thought to what you will be dictating to avoid extraneous statements. This will save time and money. Delivery - clear enunciation is crucial. Be sure to speak slowly and clearly to avoid confusion. Templates - work with your transcriptionist to create templates for your dictation. It’s always a good idea to start each dictation with a specific format for general patient information such as spelling the first and last name, date of birth, date of visit to your clinic, number of the medical record, spelling the first and last name of any consulting physicians. This works well with standard medical info that is repeated for each patient. This way you can devote more time to specific findings. Terminology – If you are referring to a new medical instrument or medicine, spell it out the first time.

How are dictations processed? What are the options for turnaround time?

Once received via telephone or secure internet access, dictation is routed to your assigned transcriptionist(s) and placed in a queue. Once the report is complete and checked for accuracy, it is uploaded to the MD-IT Platform and available for immediate retrieval. We offer 24 and 48 hour turnaround, with 4 hour STAT processing available. For 24 hour turnaround, if dictation is received by 5pm, it will be delivered no later than 5pm the following business day.

How are transcribed documents received? How do I open them?

Transcribed documents are uploaded to the MD-IT Platform where they are available over the internet to those with access rights. Finished documents appear in an online task list where they can be corrected, sent back to the transcriptionist, or approved and signed. Documents are completed in Microsoft Word and can be printed, faxed or emailed directly from the MD-IT Platform. Files can also be automatically loaded into an EMR via HL7.

How is documentation stored? Are documents safe from loss or damage?

Transcribed documents are available online indefinitely. Voice files are retained online for 30 days and on DVD offline indefinitely. Voice and data files are backed up hourly to tape. Database information is backed up hourly to separate disks. Backups of this data are maintained offline weekly. Database information is maintained indefinitely online. Database backups have 7 generations – one for each day of the week. Data recovery is tested monthly.

We are not located in an area in which you have an office. Can we still do business?

Yes. We serve physician practices and ambulatory centers located throughout the United States. Our regional offices help us stay in personal contact with our customers, but with our secure internet-based platform and transcriptionists based throughout the US, there is no need for geographical proximity. Training and set-up are usually done remotely, but we will visit your site if needed to get your practice up and running.

What are your hours of operation?

Our regular office hours are Monday through Friday from 6:00am to 5:00pm (Mountain time zone). MD-IT systems are available for your use 24 hours a day, 7 days per week.

Do I have to go through your office to contact my transcriptionist?

We believe in providing the most personalized service possible, giving you the opportunity to create a relationship directly with your transcriptionist while having the full support and backup of MD-IT.

How do you charge for services?

Connect is billed using the number of lines transcribed. Our platform automatically computes line costs and provides clear reporting and traceability. Complete is billed using a monthly license fee for each system user. See our Pricing Policy for details.

Do you require a long term contract?

We retain our clients through superior service. We enter into a one year agreement that allows the customer to lock in terms such as cost per line, monthly subscription fees, and agreed upon billing terms. The agreement also provides our committment to comply with HIPAA standards. The agreement is cancellable with thirty days notice.

Can we use in-house transcriptionists? Can they be connected to the MD-IT Platform?

Yes. We have customers who use a combination of in-house and outsourced transcription. All work is processed through the MD-IT Platform to create a seamless transcription system.