Introduction . . .Introduction . . .

A medical transcription process starts A medical transcription process starts with a doctor dictating his observations with a doctor dictating his observations of a patient during his meeting with him. of a patient during his meeting with him.

Intro . . .Intro . . .

The dictation can be done into a The dictation can be done into a recording device like a tape recorder, recording device like a tape recorder, Dictaphone, digital recorder, a PC or Dictaphone, digital recorder, a PC or into a normal telephone after dialing a into a normal telephone after dialing a toll-free telephone number provided by toll-free telephone number provided by the medical transcription service the medical transcription service provider. provider.

Dictation using a toll-free number ….Dictation using a toll-free number ….

is currently the most reliable and efficient is currently the most reliable and efficient technology used for of transcription technology used for of transcription services. services.

Toll free….Toll free….

A doctor, after his meeting with a patient, A doctor, after his meeting with a patient, dials the toll-free number allotted to him , dials the toll-free number allotted to him , enters his unique ID and dictates the enters his unique ID and dictates the message, which is recorded into a message, which is recorded into a dedicated server on a real time basis.dedicated server on a real time basis.

Toll free…Toll free…

The doctor can also key in the format The doctor can also key in the format required for that particular patient ie.2 for required for that particular patient ie.2 for discharge summary or 3 for operative discharge summary or 3 for operative report .This is required as different report .This is required as different hospitals might have different formatting hospitals might have different formatting requirements. requirements.

Digital recordersDigital recorders 1. Attach the DS-3000 to your USB port (or use 1. Attach the DS-3000 to your USB port (or use

one of several external SmartMedia™ adapters).one of several external SmartMedia™ adapters).

2. The DSS Player Pro Dictation Module 2. The DSS Player Pro Dictation Module automatically opens and can download your automatically opens and can download your dictation without touching a button.dictation without touching a button.

3. DSS Player lists all the essential information: 3. DSS Player lists all the essential information: who recorded the file, when they recorded it, who recorded the file, when they recorded it, what Worktype is specified.what Worktype is specified.

Digital recorders..Digital recorders..

5. DSS Player can sent all your 5. DSS Player can sent all your downloaded dictation to a specified downloaded dictation to a specified server or FTP site using a FTP upload server or FTP site using a FTP upload software. Just click on the file and go to software. Just click on the file and go to Send file, and DSS Player takes it from Send file, and DSS Player takes it from there.there.6. If you really want a hands-off workflow, 6. If you really want a hands-off workflow, the DSS Player can automatically sent all the DSS Player can automatically sent all messages in a certain folder to the messages in a certain folder to the destination pre-assigned. It doesn't get destination pre-assigned. It doesn't get much easier. much easier.

Transcription softwareTranscription software

The specialized software components The specialized software components installed at our server will take care of the installed at our server will take care of the rest of the process.rest of the process.

This is applicable to any method of This is applicable to any method of dictation. Whether it is using digital dictation. Whether it is using digital recorders or toll free or using a recorders or toll free or using a microphone attached to the computermicrophone attached to the computer

Storage and Retrieval of Audio Storage and Retrieval of Audio Files…Files…

These files are stored in the form of audio These files are stored in the form of audio format files like wav format in the MT format files like wav format in the MT company's voice capturing server. The company's voice capturing server. The intelligent network of a telecom company intelligent network of a telecom company facilitates the process where a particular facilitates the process where a particular doctor's dictations are stored in his area. doctor's dictations are stored in his area.

Storage . . .Storage . . .

The MT company's server also hosts The MT company's server also hosts applications which digitize the voice and applications which digitize the voice and which, on a real time basis, transfers which, on a real time basis, transfers these files through the Internet to the these files through the Internet to the transcriptionists.transcriptionists.

Encryption and Transmission . . .Encryption and Transmission . . .

The digitized data is then compressed and The digitized data is then compressed and encrypted for onward transmission via satellite encrypted for onward transmission via satellite link to the unit where the transcription will be link to the unit where the transcription will be carried out. carried out.

The transcription companies download these files The transcription companies download these files from the areas allotted to them on the server from the areas allotted to them on the server using the File Transfer Protocol (FTP)using the File Transfer Protocol (FTP)

or by using transcription software they remain or by using transcription software they remain continuously connected to the Net and download continuously connected to the Net and download the work as and when it comes into their servers. the work as and when it comes into their servers.

These files are then allotted by the MT company These files are then allotted by the MT company like to various medical transcriptionists. like to various medical transcriptionists.

Allotment and Transcription . . .Allotment and Transcription . . .

A software will automatically allocate to A software will automatically allocate to MT personnel while keeping track of the MT personnel while keeping track of the status of each file at any point of time. status of each file at any point of time.

The audio files are then transcribed in the The audio files are then transcribed in the formats prescribed by the doctors or formats prescribed by the doctors or hospitals by the transcriptionists. hospitals by the transcriptionists.

The completed files are uploaded into the The completed files are uploaded into the quality controller's work area where these quality controller's work area where these are checked for quality and corrected if are checked for quality and corrected if necessarynecessary..

Back to the Server . . .Back to the Server . . .

The quality checked files are uploaded to the The quality checked files are uploaded to the companies 128 bit encrypted site from where the companies 128 bit encrypted site from where the doctor logs in and download his documents with doctor logs in and download his documents with ease .He can edit it in the net itself and print ease .He can edit it in the net itself and print directly. directly.

The transcribed files are also encrypted at the The transcribed files are also encrypted at the production unit to ensure their security production unit to ensure their security (commonly known as Electronic Medical (commonly known as Electronic Medical Records)Records)

The doctor can then store these either The doctor can then store these either electronically or in a physical format. electronically or in a physical format.

Security . . .Security . . .

Adequate back-up facilities.Adequate back-up facilities. The most stringent standards of data and The most stringent standards of data and

document security is maintained.document security is maintained. A firewall is in place for the safe and secure A firewall is in place for the safe and secure

transfer of data .transfer of data . The data is encrypted before transmission to The data is encrypted before transmission to

ensure online security. ensure online security. The data is uploaded to Verisign protected 128 The data is uploaded to Verisign protected 128

SSL encrypted site. SSL encrypted site. All employees are required sign NDA.All employees are required sign NDA.

Central DB

Hykon server

Micro phone/recording software

Downloading Data

Transcription

Hospitals download data /Print

Uploading to web site

Toll free line

Digital recorder

Hykon Transcripts (P) Ltd.Hykon Transcripts (P) Ltd.16 A, IT Park, CSEZ,16 A, IT Park, CSEZ,Kakkanad, Cochin- 682 037Kakkanad, Cochin- 682 037Ph: 91-484-4058001, 4058002, 2413078Ph: 91-484-4058001, 4058002, 2413078 hykont@satyam.net.inhykont@satyam.net.in

2008, East Hebron Parkway2008, East Hebron ParkwayCarrolton, Texas, USA 75007Carrolton, Texas, USA 75007Ph: 1- 972-746-2617Ph: 1- 972-746-2617Fax: 1-603-697-1261Fax: 1-603-697-1261

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