1) Take Advantage of Free Trials-All transcription companies are going to claim that their technology, quality, turnaround times and customer service are second to none. You can only really verify if these claims are true by “test driving” their service. While you should always check references provided by the company, the best way to really get a sense of what your experience will be with a particular company is to have them type some of your dictation for a couple of days. It is a little more work up front but in the end, you will have a great idea of what it’s going to be like working with your chosen company.

2) Ask About Their Transcription Process- Will you be assigned a dedicated transcriptionist(s) or will your work will be pooled with work from other clients. Will your work be sent overseas or done here in the US? Will the work be speech recognized? Pooling of work, overseas transcription and speech editing are all means that companies use to keep costs down. With conscientious review and editing, document quality is usually not an issue. However, quality problems are more likely to crop up with these approaches if there is not a sound QA process in place.

3) Check Out Their Technology- Make sure to get a demonstration of their dictation and document management software. Describe how your office works and understand how their technology will impact your processes. The dictation system should be flexible enough to mirror your current system to minimize the changes for your physicians. The document management system should be internet based so you can access it anywhere, be HIPAA compliant, and easy to use. Find out how long documents are stored in the system and are accessible by staff.

4) Read Their Contract- Many companies will try to lock you in to using their services by putting clauses in their contracts that restrict your ability to leave, even if the level of service has deteriorated significantly. Three year contracts, 90-180 day cancellation clauses, exclusive arrangements and minimum volume commitments are all ways that transcription companies will try to lock you in to using their services. You should stay with a company because they offer great service at a reasonable price, not because you’re locked in to a contract. Read the contract thoroughly and keep an eye out for clauses that can result in problems for you down the road.

5) Don’t Pay Extra Fees- Many companies will try and charge for things like interface development, licenses for using their software, long distance fees for utilizing their dictation system, fees for STAT reports, training and other “extra’s” that are part of their cost of doing business. Some companies charge $5,000 or more for developing an interface to your systems. If a company wants your business, they should be willing to cover these costs.