At Health Information Services, we strongly believe in building quality into every stage of the process. We recruit highly qualified people and train them in quality transcription, and invest in continued training to keep up with the latest developments in the field of medicine. The clients we seek to serve, the quality of our communications and the level of customer service we provide all reflect this philosophy. Management takes every opportunity to emphasize the need to do the job right, and satisfy our clients with exceptional quality, completeness of the transcription and responsiveness to client needs. Compensation is directly linked to quality metrics and quality goals are more important than quantity goals.
Quality Assurance processes and systems Transcription is done on powerful PCs equipped with high quality sound cards and headphones. All systems are equipped with spell checkers and a variety of on-line resources such as medical dictionaries, medical glossaries, and drug references. The transcriptionists are provided with detailed instructions on formats and other requirements of individual clients. Transcriptionists have access to the latest editions of wordbooks in all specialties, medical dictionaries, drug indexes, textbooks on internal medicine, surgery, pharmacology, laboratory diagnostics, as well as directories of physicians, hospitals and nursing homes and private practices. All transcriptionists are constantly exposed to new developments in the medical field through circulation of relevant information and continuing education. All work of new transcriptionists is reviewed and compared to the actual digital dictation until their work meets or exceeds the standard of 98.5% accuracy.
Accuracy Levels & Quality Review We track the quality of our transcription both through rigorous review of transcribed work and by proactively seeking feedback from our clients.
We require each transcriptionist to complete a detailed checklist before releasing a report. The checklist items include verifying patient and physician identification information, well as verification of drugs and dosages, laboratory values and other critical data, and formatting requirements. All work is checked for spelling accuracy. About 5% of all reports undergo comprehensive review by QA on a random basis. They are proofed by listening and reviewing for medical accuracy, grammar, spelling, format, and accuracy of patient and physician information. Statistics are kept for each transcriptionist and performance feedback and client feedback is provided regularly to individuals.
Our accuracy levels average above the industry standard of 98.5%.
At Health Information Services, we take the term "business associate" and the associated responsibilities very seriously. We comply with all provisions of the Health Insurance Portability and Accountability Act, 1996 relating to data security and patient privacy. We are fully compliant with the United Kingdom's Data Protection Act, 1998. We are committed to implementing the highest security levels possible at every stage from dictation to transmittal of final documents to our clients. We also work individually with our clients regarding HIPAA to meet any special requirements that they may have.
In compliance with current HIPAA regulations, Health Information Services has further secured all transmission of both dictation and transcribed reports by encrypting all files in addition to the security procedures already in place for restricting internal and external access. Review of the companyâ€™s policies and procedures and contracts and agreements with company staff, contractors and vendors is a continual process. Confidentiality agreements with transcriptions and customized Business Associate Agreements with clients are signed in compliance with HIPAA. Training of staff is conducted on a continual basis on protected health information. Procedures are in place to establish a chain of trust and document every entity and person who has had access to protected health information.