Turnaround time in medical transcription services

Transcription Turnaround Time

 

Together with our partners, the LMC Buying Groups, we discuss what to look for in terms of turnaround time whilst outsourcing medical transcription.

What is ‘turnaround time’?

The phrase ‘turnaround time’ is quite ambiguous and can vary wildly in what it means depending on the task. To a GP practice, it may mean the time it takes for clinical correspondence to be dictated, typed, checked, posted and delivered to its recipient. To a typing (transcription) company, it usually means the time taken to receive a dictation, for it to be allocated to a typist and be typed, before going through a quality check stage and then returned to the practice.

Whatever the case, you always want the quickest turnaround time and for extremely urgent and sensitive correspondence to be processed as quickly as possible, to ensure patients are diagnosed and treated in a timely manner.

There are a few main points that need to be considered when understanding turnaround times:

  • Current typing pool practice;
  • Practice/NHS guidelines; and
  • Turnaround time hidden costs.

Internal resources

Most surgeries operate with an internal admin team who have numerous responsibilities within their job roles, typing being a part of this role. Usually a GP will dictate a letter or note for the secretaries to action and traditionally the tape (either analogue or digital) will then be handed over to the secretaries or forwarded to a digital typing pool for the secretaries to access.

Ideally these letters are actioned immediately, however during busy periods such as holiday periods or flu season typing of day-to-day correspondence can take a back seat.  It doesn’t take long for a backlog to arise which can have an obvious knock-on effect on patient care, with potentially urgent referral letters waiting to be issued.

NHS guidelines

The current NHS Digital guideline is to produce the letter within 10 days of the patient’s attendance, so 10 days is the absolute maximum; however, individual practice, federation, trust or hospital’s own in-house standards vary wildly, with most secondary care institutes being far more governed by this NHS guideline (mainly due to increased pressures on support staff).

Improving the turnaround time of correspondence, and ensuring you’re doing it in a safe way can be a good thing, but what about qualitative benefits of ensuring a good turnaround time?

When a CQC assessment is carried out, having the back office efficiency benefits of an outsourced transcription service allows a practice to improve the main five points of a CQC assessment:

1. Safe?

Ensuring that patient data is secure, and correspondence is typed, and checked numerous times before being sent out to its destination ensures accuracy.

2. Effective?

Quality, accurate and fast turnaround times reduce time spent typing in-house and helping staff achieve targets and goals for the other roles of their job.

3. Caring?

Less typing means more time for the patients, helping to treat them with compassion, kindness, dignity and respect.

4. Responsive?

Not having a backlog of digital dictation (or analogue) will ensure that people don’t ‘slip through the cracks’ and ensuring that all letters are typed as soon as the dictation is available, will mean that the needs of the patient are being met.

5. Are they well-led?

Practice managers chasing referral letters and urgent correspondence becomes a thing of the past when they have an agreed turnaround time with an outsourced transcription service allowing them to devote more time to staff safeguarding and ensuring high quality care.

Turnaround time hidden costs

Standard turnaround times can vary from company to company.  Some offer a standard turnaround on all general typing (one voice – doctor dictating, nurse dictating etc.). Others offer varying price structures depending on the turnaround time offered, for instance, you can pay less money to have a longer waiting period on the turnaround.

For those that offer a standard turnaround time, ensure that they have the capacity to process urgent files if requested. Most outsourced transcription providers who offer a standard one or two business day turnaround will be able to process urgent files within a matter of minutes to hours depending on urgency.  Some may charge extra; others may offer this as a free service on a fair use policy. Also, ensure that they can cope with backlogs for those unforeseen circumstances (no maximum number of files per day).

Those with standard turnaround times for their transcription service will actually be the maximum it takes for the completed document to be returned to you, often it will be much less than stated and mainly depending on the difficulty of the dictation, defined by the following points:

  • Audio quality (is there interference/background noise?);
  • Numbers of speakers (is it one person speaking or an MDT meeting?);
  • Heavy accents (Is English their first language?);
  • Formatting (standard template or is the letterhead complicated?).

What next?

It’s important to identify what your practice needs. Do your staff need more time to perform their core responsibilities, or do you become backlogged during the busy periods? Do you need a permanent member of staff or an outsourced transcription solution for the peaks and troughs of document creation? Do you want a one-business day turnaround, and do you need urgent files typing?

All of the above can seem daunting; however, feel free to peruse our page regarding medical transcription.  Alternatively contact us or our partners, The LMC Buying Groups, and we can help you navigate the minefield that is outsourcing medical transcription.

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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