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Frequently Asked Questions (FAQ) |
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Do you have local representatives physically in my geographical area to deal with problems, questions and service aspect?
We do not have a physical presence in every geographical area. Although we are physically present only in Philadelphia, PA we have clients all over the country. All the medical transcription work is digitally transacted and so providing excellent service levels do not depend at all on being physically present near your practice. Our technologically advanced platform provides you reports online 24/7. All you need to do is, go to our website, insert your username and password, you can download your reports from anywhere. The only thing you need is an internet connection. Over and above that we have a customer support toll free number for our clients to call in should they need any further assistance or have any matter addressed. Needless to add we are always accessible by email as well. |
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Do we sign any sort of contract? I'm told that a contract is necessary, not from a financial viewpoint but to satisfy certain HIPAA regulations.
The choice is entirely yours. We have both the options available. Some physicians prefer to enter into a contract and some prefer to have their medical transcription work done with no contracts in force. However, so far as HIPAA compliance is concerned it all depends on what infrastructural capabilities the transcription service provider utilizes to service your transcription needs. The technology used, systems and processes followed must be such that they adhere to the HIPAA norms and ensure that the work is carried out without any breach in security. We document our responsibilities accurately and send it across to you in the form of our deliverables when you sign up for our service. An elaborate description of how exactly we achieve total HIPAA compliance is provided on our website. |
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Is the letterhead inserted by you with typed matter, or do I need LH paper?
Once again the choice is yours. We can present the reports either way, with or without a letterhead.
a) If you wish to use your pre-printed letterheads then we send you the transcripts without your letter head at the top while maintaining enough margin space so that the text starts printing from the correct point.
b) If, how ever, you do not wish to use your pre-printed letterheads then we send you the transcripts with your letter head at the top of the reports. When you take out the prints of the reports we send, they will get printed with the LH at the top. |
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How are macros and templates billed?
Once macros or standard template based textual content gets incorporated into the report there is no way to differentiate / segregate typed matter vis-à-vis text which came in due to macros so far as calculating the lines is concerned. However, if you are going to use lengthy macros and templates which contain declarations running into many lines, we can offer you an alternative billing option. We can invoice you in terms of the minutes you dictate. This ensures that the invoice is generated on a per minute basis as opposed to a line count based invoice. |
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Which hand-held recording devices do you recommend?
We normally recommend Olympus models which are the preferred choice of most physicians due to their user
friendliness as well as for the USB port PC docking facility. We urge you to spend some time on
the internet searching for a device that suits your needs. Along with your own
search, you can use these links to scout for a digital hand held recorder which
suits your needs:
On www.recorders.com
http://www.recorders.com/home.php?category=Recorders&cat=258&sort=price&sort_direction=1
On Google
http://www.google.com/products?q=olympus+voice+recorder&hl=en
scoring=r
If any one of the above mentioned websites
do not open by clicking on the link, then you may please copy the link and paste
it in the address bar of your browser window, and press Enter.
Recommended Models:
Some models you
may consider are as follows:
Olympus WS-500M
Olympus DM-420
Olympus
DS-40
Olympus WS-510M
Please note that we are simply
recommending these models based on our understanding because they record your
audio files in a format which is compatible with our system. Cybernation is in
no way associated with the manufacturers of these devices and therefore in no
way responsible towards the efficacy and functioning of these suggested /
recommended products. Buying a recorder is entirely your prerogative and your
decision.
What not to
buy:
Some of the newly launched Olympus recorders record only in the
new DS2 or DSPro format. Technically we can process the files recorded in this
format as well. However, since this is a new format we suggest that you stay
away from it at least till such time it becomes more commonly accepted like the
DSS format. So please make sure that you do not end up buying a product which
records only in this DS2 format. |
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How can I send the dictation files from my hand-held recorder to you for transcription?
Once the dictations are recorded on your device you will need to use the PC docking facility to transfer the dictations
from the hand held device to your computer's local hard drive. A USB cable is
provided with the device so please do not worry about this too much. It is quite
easy. Once the files are on the computer you will need to send / upload the
recorded audio files to us for transcription. This is done using the File
Transfer facility which is explained in one of the emails sent to you after you sign up. |
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