FAQ - SMARTMD FAQ - SMARTMD

FAQ

How do I get started?

Please call us at 855-SMARTMD (7am – 7pm EST) or start a Free Trial. We’ll set up your account so you can start dictating right away.

How are lines counted in a report?

A billable line consists of 65 characters/keystrokes, including spaces and carriage returns. Line count is calculated by dividing the total number of characters in a report by 65.

Is there a setup fee or any monthly minimums?

No. There are no fees for getting started, and there are no monthly minimums. We only invoice you for services rendered.

How can I reach you if I need help?

We’re here for you whenever you need us. You can call our Customer Support desk at 855-SMARTMD (855-762-7863) anytime. Our offices are open 7am – 7pm EST, but if you call after hours, someone will get back with you in under 60 minutes. You can also email (support@smartmd.com) or fax us (414-906-8566).

How complex is switching to SMARTMD?

You can get started in just a few minutes with no setup fees or minimums and its risk free. Our solutions are designed with the needs of both office managers and providers in mind. Once you’re set up to dictate, we have a dedicated Customer Support team available to take your call anytime as you get ramped up.

How do I dictate?

You can dial our Toll Free telephone number with a touch tone phone, download the free iPhone App for iOS to upload via WiFi, or upload voice files from your favorite digital recorder.

How do I use my iPhone to dictate?

Using your iPhone is the best way to record and submit dictations to SMARTMD. Simply go to the app store and search for “smartmd”. Once you’ve installed the app, use the account, user and password provided at signup. If you’ve misplaced those details, or simply need help with installing the app, just call us at 855-SMARTMD and our technical team will assist you.

Can I dictate more than one report in a single call?

You can make as many dictations as you want in one single call. On the Toll Free telephone line, simply dial the number 5 to start the next report. On the iPhone app, save and send the dictation to start your next report.

Can I send handwritten material to be transcribed such as forms?

We can transcribe reports from just handwritten notes or completed forms. A number of our clients send us both written notes along with a dictation, saving themselves time.

 

How are transcriptions delivered to me?

You choose how you’d like to receive transcripts. Faxed directly to your office in the morning, downloaded from our secure online site, or posted directly into your EHR. If you dictate referring physicians or a facility, we’ll automatically fax a copy to them as well.

Can I edit transcribed reports?

Yes, you can edit your reports online any time. We offer a Microsoft Word plugin you can use to post revised versions back to our archive. We maintain all versions of your transcripts, in case you need to refer back to an older copy.

Can you use my custom report templates?

We can take any template format in Microsoft Word and utilize it to create your reports. You are not limited to a single logo and a few lines of custom text in the header. Just send a few sample reports and we’ll take care of the rest.

What is a report template?

Report templates are the layout and content of a particular report type. You can have an unlimited number of templates with your choice of layout. While dictating simply specify the template that you prefer to transcribe into.

How secure are my documents?

We follow industry best practices in networking and data storage to ensure the security of your patient records during transmission, transcription and storage. We annually review our internal processes and employees go through HIPAA training to make sure we are safeguarding your PHI appropriately.

 

How long are my reports archived?

We retain one year’s worth of reports online. Reports older than one year can be requested from our offline archive and are typically shipped by the next business day.

Can I review my account status?

Your account statements, invoices and payment information are available online.