A guide to outsourcing for GP Practice Managers

Accuro’s Managing Director, Helen Healiss provides a useful checklist for Practice Managers who are looking to bolster their secretarial support team

Should a Practice Manager, when considering the idea of outsourcing their transcription, be driven by cost?  I would hazard a guess that most decision makers when considering a proposal to shift part of their operation ‘out’ would ask; is it cheaper?

In most cases, it possibly is, but should the first consideration be; is it better?

The easiest way to describe outsourcing digital dictation is by imagining that next door you have a room full of 400 trained medical typists that you can access whenever you want, you always get the typing back on time and it’s probably significantly cheaper than what you spend now.  If this sounds useful then it may be time to find out more about dictation outsourcing.

So, let’s analyse what better means.

Is it easy to use?

Transcription companies have developed simple and easy-to-use platforms; it’s not in their interests to make life difficult.  It’s a simple case of uploading dictations on to a secure platform.  Implementing any new process should take less than 4 hours, from the transcription company’s perspective.

Will the work be completed to a high standard?

Your output should be the same.  Most transcription businesses employ skilled medical secretaries with a great deal of experience in typing clinic letters, referrals, notes etc.  Often they will allocate the same typists to your account who will quickly become proficient at the work from your surgery.  They will also employ a skilled medical editing function who will check work before it is returned to you.  Undoubtedly there will be a few ‘speed bumps’ but with good dialogue between the transcription company and you, they will quickly become a convenient extension of your practice.

How quickly will it be done?

This will often be a pre-agreed timescale set out before work begins.  I would expect a 24-hour turnaround on all work with the ability to prioritise some work if necessary.  This means that no matter what volume you send it will be returned within 24 hours.  I would caveat this just to say that at the beginning of the account if you have a one-month backlog and send it all through in one day there may be a relaxation on return times.

Is it cost effective?

Cost is obviously a driver and has never been more important than now. You should derive some straightforward benefit from what you pay now compared to any new proposal, but a Practice should consider the intangibles or less tangibles. If any new solution reduces spend on management, HR, recruitment, hardware, furniture, IT etc., then these should be considered and contribute to the cost evaluation.

Is it secure?

Choosing an outsourced partner with credible security and systems is crucial.  You should insist on ISO27001 accreditation which is a clear indication of a commitment to the highest standards of data security.

How do surgeries use the service?

There is a whole host of different ways that dictation services benefit surgeries.  If your practice is subject to peaks and troughs of work, then using outsourcing to manage levels of typing is a sure-fire way to avoid a backlog situation. Some are finding it increasingly difficult to recruit medical secretaries and therefore increase their usage when secretaries are in short supply. Some practices utilise the service during holiday periods, some use it for their entire practice.  It is often the case that a surgery will use the service as a stop gap, avoiding acute periods but once the convenience and cost benefits begin to be realised their allocation increases. This is normally a prudent strategy as the practice can organically change from an internal to an external solution, without sudden dramatic changes to current working practices.

To summarise:

The role of medical secretaries is vital to the efficient and patient focussed running of any general practice. However, like any business or operation, the option of doing things better should be an ongoing strategy.  NHS and private hospitals have been utilising digital dictation workflow and transcription services for years and that need not be exclusive to large organisations. Outsourced businesses have designed their systems and account management functions to be simple and easy to implement, with often instant rewards. The days of medical correspondence being delayed due to a lack of resource are truly gone.

Inevitably your practice will embrace technology and benefit from a solution that is better, the question is, when?

Checklist:

 Check your choice has IS027001 accreditation;

  • Using a company that retains work in the UK will normally have higher quality output;
  • Ask for a demo of the system, check it fits with your hardware and process;
  • Ask for testimonials, they should be able to demonstrate experience in General Practice;
  • Size and scale. Ensure the company is equipped to deal with volume.

Accuro has more than 15 years’ experience within the UK medical transcription sector.  For a free, no obligation trial of the service call our team now on 01744 758111 or visit our website at http://www.accuro.co.uk/get-started

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Proofread (speech recognition)

An automated transcription process which converts speech into text with an added edit (professional proofread). This service is suitable for customers who require a grammatically correct, complete document, with all the automated speech-to-text software errors corrected. The document is delivered in block text format which is ideal for internal use but will need reformatting for external use. This is a hybrid product, incorporating cost reductions and a human proofread.

This is a back-end speech recognition service which means that audio is uploaded with a completed block text document being returned quickly but following a correction audit by a professional proofreader. A front-end engine requires users to sit and correct documents there and then, such as Dragon Naturally Speaking software. The back-end process delivers where users do not have time to correct and do not want a change in their current upload process.

Speech-to-text software

Accuro trialled numerous speech recognition apps and voice recognition apps including Nuance’s Dragon Naturallyspeaking, Google Dictation, and Microsoft Azure’s speech-to-text service.

Accuro chose a bespoke, profile-based version of Microsoft Azure’s speech-to-text service due to their higher accuracy achieved through Azure’s neural networks and deep learning technology.  

Being profile based, Accuro’s speech recognition service benefits from industry specific dictionaries and deep learning where accent, dialect and dictation styles can be learned to improve accuracy over time.

With Microsoft’s acquisition of Nuance’s Dragon dictation, Accuro benefit from the fastest progressing and best AI in the speech-to-text market.

Rough draft (speech recognition)

Speech recognition is an automated transcription process which converts speech into text. This service is suitable for customers requiring a cost-effective and rapid rough draft copy of their voice into text.

‘Front end’ engines, such as Nuance’s Dragon Naturallyspeaking, require users to correct and edit (fix) documents in-app.

Accuro is a back-end speech recognition service which means that audio is uploaded and a completed block text document is returned within minutes.

The back-end process delivers when users want to upload dictation and then want an administrator to process the document or edit in Microsoft Word themselves, at a convenient time.

Speech to text software

Accuro trialled numerous speech recognition apps and voice recognition apps including Nuance’s Dragon Naturallyspeaking, Google Dictation, and Microsoft Azure’s speech-to-text service.

Accuro chose a bespoke, profile-based version of Microsoft Azure’s speech-to-text service due to a higher accuracy achieved through Azure’s neural networks and deep learning technology.  

Being profile based, Accuro’s speech recognition service benefits from industry specific dictionaries and deep learning where accent, dialect and dictation styles can be learned to improve accuracy over time.

With Microsoft’s acquisition of Nuance’s Dragon dictation, Accuro benefit from the fastest progressing and best AI in the speech-to-text market.

Can Accuro transcribe my files?

Accuro has over 750 UK based transcribers with skill sets in all sectors. We specialise in users dictating individually to produce a document, multiple voices in conference or video call environments or supporting video content with web captioning. 

Outsourced transcription service

The most accurate and flexible product. An industry specific, trained panel of UK transcribers produce highly accurate documents, replacing the need to employee local typists or assisting during peaks in workload.  

Accuro specialises in producing accurate business ready documents from speech audio files. By accessing our secure portal, customers upload voice files which are distributed to a professional UK transcriber. Once complete, the file is instantly queued into an editing list and professionally proofread before we make it available to you or your secretary for onward distribution.  

Whether you only need one file transcribing, or have a volume requirement you can access a dashboard to track progress, manage profiles, check spend plus much more.  

Professional and legal speech recognition service

Accuro’s speech recognition service uses the very latest in neural network technologies, Microsoft Azure. Customers choosing Accuro’s speech recognition service will be looking for a rough draft which can easily be reformatted inhouse. The solution is cost saving and quick. 

Audio transcription template styles

Block of text format.

Transcription rates and turnaround

Speakers Fee / min Turnaround Qualify for urgent request?
1
£0.10
1 hour
No

Accuro’s professional and legal speech recognition service is suitable for:

  • Rough Draft
  • Semi-technical audio
  • Non-customer facing files i.e file notes
  • Customers with in-house formatting capability
  • Document head start
As well as our high-quality professional and legal transcription services, Accuro provides excellent medical transcription services, academic transcription services, property transcription services, captioning services, translation services and Zoom & Teams transcription services.

Professional and legal speech recognition + edit service

Accuro’s speech recognition + edit service uses the very latest in neural network technologies, Microsoft Azure. Customers choosing this service will be allocated a bespoke profile based on their speciality, with that profile being supported by one of Accuro’s technical glossaries. Content created by the speech recognition engine is checked for accuracy by Accuro’s team of proofreaders.

Audio transcription template styles

Block of text format.

Transcription rates and turnaround

Speakers Fee / min Turnaround Qualify for urgent request?
1
£0.80
Next business day
Yes (4 hours)

Accuro’s professional and legal speech recognition + edit service is suitable for:

  • Semi-technical audio
  • Transcription service requiring block text formatting
  • Single voice files
  • Customers with in-house formatting capability
  • Suitable for non-customer facing documents i.e. file notes
  • Input directly into CMS
As well as our high-quality professional and legal transcription services, Accuro provides excellent medical transcription services, academic transcription services, property transcription services, captioning services, translation services and Zoom & Teams transcription services.

Professional and legal transcription service

A UK transcription service provided by experienced legal and professional transcribers. Audio transcription is allocated via secure bespoke software to transcribers to produce an accurate interpretation of the audio file.

To achieve maximum accuracy rates, completed digital transcription is edited and checked by our in-house professional proofreaders before despatch to the customer.

Audio transcription template styles

You can use your organisation’s style including letterhead, forms, fonts and graphics or use Accuro’s standard templates.

Transcription rates and turnaround

Speakers Fee / min Turnaround Qualify for urgent request?
1


2-4


5-7


8 +
£1.20


£1.50


£1.70


£2.00
Next business day


2 days


3 days


5 days
Yes (4 hours)


Yes (1 day)


Yes (1 day)


Yes (3 days)

Volume discounts apply.

Accuro’s professional and legal transcription service is suitable for:

  • Technical or semi-technical audio
  • Single or multi-voice audio files
  • Telephone or video recordings
  • Conference calls
  • Transcription service requiring formatting
  • Transcription directly into CMS
  • Print and post
  • E-mail
As well as our high-quality professional and legal transcription services, Accuro provides excellent medical transcription services, academic transcription services, property transcription services, captioning services, translation services and Zoom & Teams transcription services.

Many businesses in an ever-growing international market require translation services to support trading overseas. Whether this be marketing material or a website in a foreign language, businesses tend to rely on a quick Google search to find a translation provider. Let Accuro do the hard work for you. Accuro can source the very best translation provider for you using our approved suppliers who have demonstrated commitment to service delivery, accuracy and value for money. So if you have a translation project that you need completing then why not get in touch today.

Accuro’s approved panel use a combination of international linguists and translation memory tools to provide the most cost-efficient and accurate service on the market. They have extensive reach into many sectors including:

  • Chemical
  • Retail
  • Automotive
  • Food and Drink
  • Healthcare and Medical
  • Engineering
  • Energy
  • Financial
  • Creative and Marketing
  • E-Learning
  • Aerospace
  • IT & Telecoms
  • Transport Logistics
  • Manufacturing
  • Public Sector
  • Clinical Trials
  • Legal
  • Biotech
  • Insurance
  • Pharmaceuticals
  • Travel and Tourism
  • Software
  • Leisure and Entertainment
As well as our high-quality translation services, Accuro provides excellent medical transcription services, legal transcription services, academic transcription services, property transcription services, captioning services and Zoom & Teams transcription services.

Accuro’s approved translation providers have tens of thousands of linguists worldwide, able to translate from the most common of combinations such as English to Arabic, or Dutch to English and to more niche translations such as Tagalog to Afrikaans.

The list of languages covered by our translation panel is not exhaustive. If you cannot see the language you require, please use our contact us page, or call us on 01565 748000 and we will be able to advise further.

  • Albanian
  • Arabic
  • Afrikaans
  • Bengal
  • Bosnian
  • Bulgarian
  • Chinese
  • Chinese (Simplified)
  • Croatian
  • Czech
  • Danish
  • Dutch
  • Estonian
  • Farsi
  • Finnish
  • Flemish
  • French
  • Georgian
  • German
  • Greek
  • Gujarati
  • Hebrew
  • Hindi
  • Hungarian
  • Icelandic
  • Indonesian
  • Italian
  • Japanese
  • Korean
  • Kosovan
  • Slovenian
  • Somali
  • Spanish
  • Swedish
  • Taiwanese
  • Thai
  • Ukranian
  • Urdu
  • Vietnamese
As well as our high-quality translation services, Accuro provides excellent medical transcription services, legal transcription services, academic transcription services, property transcription services, captioning services and Zoom & Teams transcription services.

Closed caption service

Whether you are thinking “how do I add captions to my video?” or “how do I make my video accessible for deaf people?” – consider Accuro’s captioning service. 

Whether you are a novice video creator or a senior media producer, Accuro provide subtitles in WebVTT (Web Video Text Track) format to add timed-text as an overlay on your video.  WebVTT is the industry standard format for closed captions.

Captioning their imagination

Accurate captions on a video allows your content to reach a wider audience and enables viewers to enjoy even with the sound turned off.

How does it work?

As well as our high-quality closed caption service, Accuro provides excellent translation services, transcription services for the healthcare sector and other professionals.

Medical speech recognition service

Accuro’s speech recognition service uses the very latest in neural network technologies, Microsoft Azure. Customers choosing Accuro’s speech recognition service will be looking for a rough draft which can easily be reformatted inhouse. The solution is cost saving and quick.   

Audio transcription template styles

Block of text format.

Transcription rates and turnaround

Speakers Fee / min Turnaround Qualify for urgent request?
1
£0.10
Next business day
Yes (4 hours)

Accuro’s medical speech recognition service is suitable for:

  • Rough draft 
  • Single voice audio files 
  • Transcription service requiring block text formatting
  • Customers with in-house formatting capability for patient/referral documentation
  • Non-customer facing files – patient notes etc. 
  • Input directly in to CMS
As well as our high-quality medical transcription services, Accuro provides excellent legal transcription services, academic transcription services, property transcription services, captioning services, Zoom & Teams transcription services and translation services.

Medical speech recognition & edit service

Accuro’s speech recognition + edit service uses the very latest in neural network technologies, Microsoft Azure. Customers choosing this service will be allocated a bespoke profile based on their medical speciality, with that profile being supported by one of Accuro’s technical glossaries. Content created by the speech recognition engine is checked for accuracy by Accuro’s team of proofreaders.

Audio transcription template styles

Block of text format.

Transcription rates and turnaround

Speakers Fee / min Turnaround Qualify for urgent request?
1
£0.80
Next business day
Yes (4 hours)

Accuro’s medical speech recognition + edit service is suitable for:

  • Semi-technical audio
  • Single voice audio files
  • Transcription service requiring block text formatting
  • Customers with in-house formatting capability for patient/referral documentation
  • Input directly into CMS
As well as our high-quality medical transcription services, Accuro provides excellent legal transcription services, academic transcription services, property transcription services, captioning services, Zoom & Teams transcription services and translation services.

Medical transcription service

A sector leading UK transcription service provided by medical transcribers with expertise in all major specialities. Audio transcription is allocated via secure bespoke software to transcribers to produce an accurate interpretation of the audio file.

To achieve maximum accuracy rates, completed digital transcription is edited and checked by our in-house professional proofreaders before despatch to the customer.

Audio transcription template styles

You can use your organisation’s style including letterhead, forms, fonts and graphics or use Accuro’s standard templates.

Transcription rates and turnaround

Speakers Fee / min Turnaround Qualify for urgent request?
1
£1.20
Next business day
Yes (4 hours)

Volume discounts and set price per letter (primary care) and price per line equivalency available on request

Multi-voice Fee / min Turnaround Qualify for urgent request?
2-4


5-7


8 +
£1.50


£1.70


£2.00
2 days


3 days


5 days
Yes (1 day)


Yes (1 day)


Yes (3 days)

Accuro’s medical transcription service is suitable for:

  • Secondary care – patient correspondence
  • Primary care – referral letters
  • Private clinical practice
  • Mental health
  • Occupational health
  • Medico-legal
  • Accents and dialects
  • Technical or semi-technical audio
  • Transcription directly into your case management system
  • E-mail
As well as our high-quality medical transcription services, Accuro provides excellent legal transcription services, academic transcription services, property transcription services, captioning services, Zoom & Teams transcription services and translation services.

Who we work with

Accuro has been providing specialist transcription services to medical professionals in the UK since 2001. Our customers enjoy a reduction in their fixed secretarial costs, improved efficiency in document turnaround times and freedom from the HR headaches involved in recruitment and retention of staff.

Our customers include GP surgeries, NHS Trusts, and medical professionals working in the private sector.  Our doctors use the service as an extension to their team of employed secretaries, either as a complete solution, a daily overflow typing pool or on an adhoc basis when staff take annual or sick leave.

Our guaranteed one business day turnaround and free priority service ensures clinical correspondence is always dealt with on time.  With speed, responsiveness, security and cost-effectiveness at the core of what we do why choose anyone else as your virtual assistant?

We provide medical transcription services across the following dictation tasks:

  • Patient letters
  • Medical reports
  • Medical referral letters
  • Medical conference and symposium recordings
  • Medical interview transcription
  • Consultation reports
  • Patient medical history reports
  • Physical reports
  • Laboratory reports
  • Pathology reports
  • Radiology reports
  • Discharge reports