How it Works — the Dictation / Transcription Process

workflowInQuiry application sample workflow diagram

First, dictation is sent securely to Verbatim Transcription servers using a handheld digital recorder, a telephone or smartphone.

If digital recorders are used, clinicians simply dock it and the computer automatically uploads dictations.  To dictate by telephone, clinicians call the system and dictate. Clinicians can use their smartphones with Windows OS or their iPhone or iPad to create and upload dictations. 

Along with transferring dictations, Verbatim Transcription safely, securely, and automatically transfers ADT (Admission, Discharge, Transfer) information and/or patient schedules to populate transcriptions, thereby eliminating demographic errors that can be common in medical transcription.

When the Verbatim Transcription servers receive dictation files, they are automatically routed to available transcriptionists. Once the transcription is complete, the file is automatically returned to the Verbatim Transcription servers and moved to the next stage in the workflow. Transcriptions are available around the clock in a totally secure (128-bit encryption), searchable database, accessible for as long as you use our service. We keep all your transcriptions at your fingertips.

folder-viewInQuiry application sample folder view

Medical Facilities use InQuiry, a HIPAA-compliant, web-based application, to map and manage their day-to-day transcription workflow.  Using InQuiry, administrators and physicians can view, edit, print, route, auto-fax and electronically sign transcriptions, as well as generate cover letters, patient letters and envelopes.  Clinicians can use their smartphone or iPhone or iPad to review and approve completed transcriptions, as well.

Completed transcriptions are held in folders where they can be automatically routed to referrals within the InQuiry application, if applicable. Transcriptions can also be printed and filed in the paper medical record; printed and mailed to referring clinicians; auto-faxed to referring clinicians; and/or exported to any Electronic Medical Record (EMR) system at no charge. 

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