The Allocating System – How Does It Work?

Getting allocating right is the most pivotal part of any transcription business. It’s simple really – if you allocate a dictation with specific terminology to someone who has no experience of the specialism, you are not going to get back a perfect document with all terminology typed perfectly.

At the transcriber recruitment stage, we consider a transcriber’s experience. We ask where they have worked, what experience they have, what do they want to do and what do they not want to do. We do this because suggesting a medical secretary has experience of all medical areas is not realistic.

When a transcriber has passed the recruitment process, they begin by putting on a small amount of minutes availability on Accuro Express (how many minutes of dictation they can complete in any single day). Our Allocating Team will then assign appropriate work to the transcriber based on their experience.

Accuro’s allocating system works both manually or automatically and both methods have their benefits.


Manual Allocating

Some clients will always change the topic of their dictation.  For example, a company that organises focus groups could be recording a seminar on Oncology one day and a seminar on a new banking software the day after. It goes without saying that these recordings should not go to the same person.

Some clients will also require a specific grouping or ordering of the audio files which need to be done in-house prior to being sent out.


Automatic Allocating

95% of our dictation goes out through automatic allocating. Work comes in and goes straight out to the most appropriate transcriber without any manual intervention. This system means that our clients can upload out of hours and their work can be placed directly into a queue of tasks to be typed prior to office hours resuming the following morning.

The system works on a keywords basis; for example, if a Cardiologist uploads and they have keywords of “Cardiology” and “Medical”, it will go to a transcriber with “Cardiology” and “Medical” experience.

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