The client is a group practice of 12 medical practitioners located in the Capital Region of New York with a severe backlog of transcribed files. Problem with help from Inteleants’s sales team and consultants, this group identified the key problem-areas related to digital transcription as follows:Higher cost – The cost needs to be driven down.
Slower turnaround – The medical practitioners needed their transcripts back sooner
Severe backlog – Slower turnaround times offered by their digital transcription vendor at that time had created a backlog of several hundred files waiting to be transcribed
Inteleants met with this group and the key stakeholders to understand the nature of the problem and to determine the causes of the problems. The analysis revealed that the doctors at this location were using handheld recorders. This helped the doctors dictate faster and with greater convenience. Yet, the digital transcription vendor was unable to return these files at the same rate as they were dictated. One of they key contributors to this delay was that the digital transcription vendor did not provide this group with an effective tool/mechanism of exchanging audio and transcribed files.
Inteleants’s analysis helped clearly identify the problems that this group was encountering, and also understand the causes of the problem. Moreover, the objectives of the group in surmounting these problems were also clearly delineated.Inteleants transitioned the group to using Inteleants’s proprietary 128-bit encrypted web-based digital transcription management system. Using this system enhanced the technology used by the group to exchange and manage transcription related information. The system, coupled with Inteleants’s rapid processes, reduced the turnaround time to nearly a quarter of what it was before. Creating audio files and retrieving transcriptions on a daily basis became a convenient task for this group – reducing employee-time devoted to transcription to a few minutes. Leveraging its proven human resources and technological capabilities, Inteleants was able to lay out a clear plan for addressing the severe backlog of files waiting to be transcribed. Using a FIFO (first in – first out) model Inteleants processed the pending files for 4 doctors per week. In about 3 weeks, audio files that had accumulated over a period of over 16 weeks were transcribed and ready for use by the group.
Inteleants brought to this group a technological edge for their operations through a HIPAA-compliant, secure digital transcription management system. A faster turnaround of transcriptions, of the order of 20 hours, which is more in alignment with patient care was delivered to this client. A dramatic cost saving of 30% was immediately observed by this group. Inteleants was also able to clear about 3000 pending transcription jobs that were causing a bottle-neck.