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Dictation and Transcription
Over nearly a decade, SMARTMD has built a reputation for delivering fast, high quality, and accurate transcription services to institutions of all sizes and specialties throughout the United States. SMARTMD allows physicians to document patient interactions quickly and thoroughly via a toll-free 800 number or digital recorder. Every one of SMARTMD’s 1,000+ transcriptionists exceeds industry standards through our proprietary transcription platform to deliver accurate, professional reports by the next business day. More than just a transcription services, SMARTMD cuts administrative overhead for front office staff by performing time-consuming tasks such as faxing transcripts to referring physicians and maintaining logs to demonstrate HIPAA compliance. SMARTMD transcription services reduce costs, increases productivity, and help practices meet stringent government regulations.
- Quality medical transcriptions delivered the next business day by fax, email, web, or directly to your EMR
- No cost dictations via 800 - toll free number or free digital recorder
- Secure 24x7 online access to dictations and transcripts
- Free fax delivery to referring physicians
- HIPAA compliant security and free offsite backup for one year
- Consistent, quality services delivered by 1,000+ transcriptionists worldwide
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| High quality transcripts |
Ensuring the accuracy of transcriptions is the top priority for SMARTMD because it has a direct affect on the quality of patient care. SMARTMD ensures the quality of every transcription by assigning each provider to one transcription team which can learn the nuances and preferences of each provider. Second, each team maintains a database of patient demographics, referring physicians, templates and macros to ensure that such core information is always correct. And third, our transcription teams apply a disciplined four-step process of transcribing, editing, automated grammatical/spell checking, and quality assurance to every
transcription using our proprietary workflow engine. |
| Timely delivery |
With over 1000 professionals on staff, SMARTMD can ensure overnight delivery of transcription by the next business day. Three computer centers across the continental U.S. ensure that our phone lines, fax lines, and website are never interrupted. Our proprietary workflow engine ensures every dictation is tracked from submission to delivery. |
| Lowest overall costs |
In addition to competitive rates per line, SMARTMD reduces overall operating costs. SMARTMD faxes transcriptions directly to referring physicians, so your staff doesn't have to. Only pay if and when you need transcription services; no need to hire additional staff, purchase equipment, or buy software. SMARTMD provides everything, including a state-of-the-art digital recorder at no cost. |
| Works the way you do |
Physicians can post dictations anytime and from anywhere using our 800 toll free number, or using our digital recorder sync website. Medical transcriptions are delivered via fax, over the web, or directly into your EMR. SMARTMD supports bundling multiple transcriptions to reduce the time to distribute to physicians. |
| Meets regulatory guidelines |
Complying with evolving government regulations can be a job on its own. SMARTMD's knowledgeable staff does the research for you, and incorporates the features necessary to remain compliant into our products and services. Whether it is HIPAA security compliance, or qualifying for ARRA incentives, SMARTMD can help you stay ahead of government regulations. |
| Medical transcription workflow |
Exceeding industry quality standards requires more than just good transcription skills, it requires a well-defined process which is enforced by state of the art technology. SMARTMD has been modeling, analyzing, and improving our medical transcription process for 10 years. That knowledge is imbedded in our proprietary Workflow engine which ensures transcriptions are processed consistently. First, the engine automatically routes dictations to the best qualified resource. Every transcriber uses the SMARTMD Transcriber Workstation where templates, patient demographics, macros, and medical dictionaries are available at their fingertips. The engine automatically checks the work, then moves the transcript to proof readers and QA staff to double check quality assurance. The final transcript is assembled and automatically delivered to the clinic for pick up from the fax machine, web, email or from their EMR. SMARTMD's proprietary Workflow engine ensures consistent deliveries at the lowest overall costs for our customers. |
| Delivery model |
SMARTMD works the way you do. Doctors can submit a dictation by simply dialing a toll free number from their office or mobile phone. For convenience and higher quality recordings, doctors can use their favorite digital recorder or a SMARTMD recorder provided at no cost. Dictations can be submitted from anywhere using our one button upload on our SMARTMD website.
Receiving transcriptions is just as simple. You can pick up transcriptions the next morning through fax, our secured website or directly from your EMR software application. If you choose, referring physicians will receive a copy of the transcript the next morning by fax.
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| SMARTMD website |
The SMARTMD website provides administrators and physicians an easy way to track every dictation submitted. The website provides up to the minute status on where the dictation is at in the lifecycle, as well as the status of transcription deliveries to the clinic and referring physicians. We track costs per transcript, as well as cumulative costs. You can locate any transcription within a 12 month period, reprint, refax, or resend the transcription to yourself or other physicians at no cost, and without tying up your fax machine at the office.
Administrators can manage their own users, locations, patient lists and contact lists directly from the website, as well as receive remote support instantly by using our Tech Connect link which is located on the website when you login. You can also submit help requests or chat with us live.
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| Faxing |
SMARTMD hosts a bank of fax servers and phone lines to both receive and transmit faxes. Our fax server bank ensures that an incoming or outgoing fax is never lost. SMARTMD systems retry faxes up to 10 times over a 2 day period before giving up and marking the fax as undeliverable. |
| Offsite backup |
SMARTMD maintains a backup of all transcriptions for up to the legal limit of 7 years. Files are stored securely behind three firewalls and on four clustered servers across the United States to ensure their protection and availability. |
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