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Three Top Dictating Tips for Medical Professionals who Outsource their Transcription

Did you know that there are a number of top tips for professional dictating which are specific to the type of transcription service you use?

This article explores three important professional dictating tips which are successfully applied by medical professionals who outsource dictations to a transcription company.

Many medical professionals find that they receive the best possible transcripts of their dictations from their chosen transcription company, by applying the following top tips for professional dictating.

Read on to find out how you too can get the best quality transcripts from your transcription company.

What Dictating Looked Like in the Olden Days

Medical professionals know that professional dictating is a skill that is learned and developed over time.  Professionals who dictate daily employ a number of practices which ensure their dictations are clear, concise, and recorded well.  Some of these practices include:

  • Being familiar with the recording equipment,
  • Using a good quality recorder or microphone, correctly positioned,
  • Optimising the recording environment,
  • Collecting thoughts and planning the dictations,
  • Providing critical information in each dictation,
  • Identifying the template to use,
  • Standardising dictations,
  • Dictating punctuation,
  • Speaking with clarity,
  • Spelling technical terms or jargon, and
  • Remembering to say “End of Dictation”.

These are all great practices to employ when dictating.  However, there are a few key dictation practices which are specific to professional dictators who outsource their transcription needs to professional transcription companies, such as Pacific Transcription.

Medical-specific Words

Top Tip #1: You don’t need to spell medical terminology, sector-specific or technical words

If you are using a transcription company such as Pacific Transcription, which employs transcriptionists who are highly experienced in all areas of medical dictation, there is no need to spell out medical terminology, sector-specific or technical words.

However, there are some types of words which do benefit from being spelled out letter-by-letter.  These include spelling out the names of unfamiliar landmarks, small townships or remote areas, particularly those which are referred to by their Indigenous name/s.

Top Tip #2: Know when to spell patient names

On this point, does the transcription company have access to your patient database?  If so, there is no need to spell out patient names.  The transcriptionist can cross-reference the patient name with their patient file in your medical practice database.

If the transcription company does not have access to your patient database it is sometimes beneficial to spell out patient names which may have an unusual or uncommon spelling.  To the transcriber Rose Ann, Rosanne, and Roseanne will all sound the same.

Slow Down!

Top Tip #3: Speak more slowly

Many reputable transcription companies, including Pacific Transcription, who transcribe medical dictations do so at a per line charge, not per minute charge.  This is not only financially beneficial to you, but means you can take regular moments to compose your thoughts and slow down your dictations.  Pause before and after dictating to avoid clipping information.  A well-ordered thought most often translates into a well-ordered, concise and considered dictation.

By applying these three top tips for professional dictating, specific to medical professionals who outsource dictations, you will reap the financial and time benefits, facilitate a more efficient service delivery from your chosen transcription company, and ultimately, receive consistently high quality, accurate and timely medical transcripts.

For further information on medical dictation and medical transcription please contact Pacific Transcription.

Posted in Better Audio, Dictation, Healthcare, Mobile Dictating, Transcription | Tagged | Leave a comment

Trade in your Old Dictaphone for a New Philips DPM8000 – It’s the Dictaphone Sale of the Year!

When a high quality dictaphone like the Philips DPM8000 digital pocket memo goes on sale my ears prick up and my interest is piqued.  It’s not every day that these hardworking, durable dictation devices go on sale; so when they do, I like to spread the word.

This month Philips, in collaboration with their Australian Certified Professional Dictation Solutions partners, launched a promotion encouraging people to replace their older dictaphones with a new Philips DPM8000.

If you trade in your old dictaphone, regardless of which brand it is, you are eligible to buy a Philips DPM8000 at a heavily reduced price.  This is great news for people who currently use either the Olympus DS-5000 or the Philips LFH9600, as both manufacturers recently announced that these devices were no longer officially supported.

The Philips DPM8000 is arguably the best quality dictaphone on the market to date.  Although sharing many features with its closest rival, the Olympus DS-7000, the DPM8000 differentiates itself with a number of extremely useful and clever features.

If you dictate on a daily basis you will greatly appreciate the need for high quality audio, particularly if you are also using speech recognition software, or want to make your transcriptionist’s job as easy as possible.

DPM8000 – 3D Mic Technology

DPM8000 3D Mic Technology

DPM8000 3D Mic Technology

The DPM8000 has 3D Mic technology, which means the two inbuilt microphones are utilised to the best of their ability, delivering versatility unrivalled amongst today’s high end dictation devices.  The first mic is omnidirectional, enabling 360 degrees of sound capture, and the second mic is unidirectional, perfectly suited for dictating and voice recognition.

The DPM8000’s 3D Mic technology means that the DPM8000 can be used as a dictation device as well as an audio recorder to record important business meetings.

DPM8000 Built-in Motion Sensor

DPM8000 Motion Sensor

DPM8000 Motion Sensor

The DPM8000 also has a clever little built-in motion sensor, which further enhances the functionality of each microphone.  When the device is placed on a desk or held in the hand it senses and selects the appropriate microphone for that recording situation.  You no longer have to manually select the mic setting to suit the recording environment.

When the device is idle it automatically switches to standby mode, saving power.  When the DPM is moved or picked up again, it’s ready to record in seconds.

Trade in your old dictation device for a new DPM8000

The DPM8000 has many other handy features which make dictating a breeze.  Click here for more information on the DPM8000 and the Trade In Promotional offer.



It is well worth considering replacing your old dictation device with a new Philips DPM8000.  The promotion ends 30th June 2016, so be sure to contact your Philips Certified Professional Dictation Solutions partner today!

Pacific Transcription is a Philips Certified Professional Dictation Solutions Partner.

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Need more time? Work as an online transcriptionist!

The main benefit of working as an online transcriptionist is that you are able to set your own hours, giving you the flexibility to manage your own work/life balance.

Many jobs require you at the workplace at certain times; however when working for a digital transcription service you can set your own days and hours.

Although many digital transcription services require their typists to do a minimum number of hours each the week, to a large extent you can specify when and for how long you would like to work each day.

You can also easily take days off for family and other commitments. So instead of fitting family or personal time around work, you can fit your digital transcription work around family and personal time.

Balance Life and Work by becoming a typing contractor with Pacific Transcription

Online transcription work involves listening to audio and typing what you hear, all from your home computer.  The content of the typing ranges from interview transcription through to medical or legal transcription.

File transfer takes place over the internet, so audio files are downloaded and documents uploaded once complete.  This means that the work can be done entirely from home; there is no time wasted in receiving tapes or posting completed transcriptions back.

Another great perk is that there is no time wasted in commuting to and from the office and you can continue working at times that would otherwise require time off.  For example, waiting for a tradesperson or caring for a child home from school for the day.

You are also able to use spare time during the day to work on your digital transcription work, such as when children are asleep or dinner is in the oven. This would be impractical, if not impossible, if it meant having to physically go into the office.

Digital transcription work is ideal for those who have young children or other carer responsibilities, and for people who are studying.  Anyone who wants more control over their time will benefit from doing digital transcription.

Working as an online transcriptionist will not only give you more control over your time, but more time to spare — time to spend with family, to spend studying or simply doing the things that you enjoy in life.

If you are interested in becoming an online transcriptionist with Pacific Transcription click here for further details on typing contractor opportunities and the typing contractor application process.  We are currently hiring.

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What’s the difference between a dictaphone and a notetaker or voice recorder?

How do I know if I need a dictaphone or a notetaker/voice recorder?  What is the difference?

Notetakers, or voice recorders, are typically used to record multiple speaker audio such as lectures, interviews, meetings and focus groups where a high quality omni-directional microphone is required to pick up all speakers.

Pacific Transcription offers expert advice on dictating solutions

The audio is usually recorded in one take with few interruptions. Notetakers are simple to use, with press button stop and start. Once you press the stop button you have created a file and when you press start again a new file is created. You can usually pause and resume but there is no facility to rewind, review, erase and continue recording in the same file.

Most notetakers record in high function formats such as WMA, MP3 or PCM/.WAV., which means that the file sizes are quite large. Because meetings etc. could go on for hours, files could be even larger, making them too large to send via email.

Dictaphones are designed for single person dictating and are usually used for recording letters or short notes – particularly useful in the legal and medical professions.

Dictaphones generally have uni-directional microphone/s to accommodate one speaker and are ideal for people who experience numerious interruptions during dictation sessions, as they come with rewind/review and overwrite/insert functionalities.

The top-of-the range dictaphones come with a “new” button which is used to create a new file. You can press stop to review/erase then continue to record in the same file. Dictaphones tend to use the .dss and .ds2 audio formats, which result in very small digital audio files and are easier to transfer across the internet via email.

What if I want to dictate and record meetings? Do I need two separate devices?

Notetakers can be used for dictation but come with the limitations mentioned above.  If you are mainly recording meetings and conferences and only dictate occasionally you could use your notetaker for dictation.  Remember though, that you will not be able to review/erase and you will have bulky files that are not easily sent via email. You may have to resort to Dropbox, which is not secure.

If high quality professional dictation is your priority, but you need to record small meetings, the latest top-of-the-range digital dictaphones are ideal. The top models can record small meetings (up to 5 people in a small room with good acoustics) and with the aid of external microphones can accommodate up to 12 people – again, in a good acoustic setting.

Of course, if you have a high volume of dictation and you are frequently recording multi-speaker situations you may decide to use a different device for each function.

For expert advice on which recording product will suit your specific needs, contact the Products Team at Pacific Transcription.

Posted in Better Audio, Dictation, Focus Groups, Interviews, Mobile Dictating | Tagged , , , , , | Leave a comment

Pacific Transcription Achieves ISO:9001 Certification

Pacific Transcription recently celebrated a milestone in the company’s growth, the achievement of ISO:9001 certification for Quality Management Systems.

ISO:9001 is an internationally recognised Standard which outlines the requirements an organisation must maintain in their quality management system.

BP_ISO9001_CMYK_70pixPacific’s quality management system has been thoroughly investigated by an external auditor and approved for certification.  ISO:9001 certification means Pacific Transcription continues to demonstrate exceptional delivery of service to all clients.  Our clients can be assured of receiving consistently high quality transcripts in a timely manner, and can look forward to continued enhanced client satisfaction.

If you would like more information on Pacific Transcription’s ISO certification and the ways we demonstrate, monitor and measure our work, please contact us today.

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How Pacific Transcription meets researchers’ rigorous ethical standards

Pacific Transcription understands the importance and vital nature of meeting rigorous ethical standards.  Many researchers require confidentiality agreements to ensure the information provided for transcription is kept secure, safe and adheres to the specific ethical requirements of their university or other research body.

Right from the very first upload of audio, through to the return of the transcript and safe storage of the transcript and audio post-completion, every piece of information provided must be kept safe and secure, at every step of the transcription process.


First Step: Securing a Confidentiality Agreement 

Before receiving the audio or device storing important client data, Pacific ensures a confidentiality agreement is in place.  Pacific Transcription has non-disclosure agreements which are available as a part of Pacific’s Terms and Conditions document.  Key Operations personnel within Pacific will also review and sign client-supplied specific non-disclosure agreements, upon assessment and approval against relevant legislation.

Safe and Secure with Pacific Transcription

Second Step: Creating and Using a Secure Account with Pacific Transcription

Pacific Transcription’s secure client accounts are accessed through Pacific’s secure online website, housed at Global Switch Data Centre in Sydney.  All access to the site is auditable via IP number, and the secure server uses bank grade RSA 2048 bit encryption keys.  All client accounts are password protected and clients can set their own passwords, which are stored in a secure encrypted format.

Further, Pacific Transcription is compliant with the Australian Privacy Principles contained in the Privacy Act 1988 (Cth), as well as the Guidelines on Privacy in the Private Health Sector issued by the Federal Privacy Commissioner under the National Health Act 1953 (Cth).

Quality Assured

Third Step: Maintaining and Measuring a Rigorous Quality Assurance Process

Pacific’s Quality Assurance processes are second to none, which is another reason why our research clients return to us time and time again – they are confident in our ability to deliver consistently exceptionally high quality transcripts, under closely supervised confidentiality conditions.

Pacific Transcription is ISO:9001 accredited, which means that Pacific’s business foundations have been assessed to be strong and robust, and through regular review and assessment, continue to provide the best suite of quality services possible to all clients.  ISO:9001 certification is an internationally recognised standard for organisations who implement and maintain a quality management system.

Pacific Transcription ensures strict confidentiality, privacy and non-disclosure requirements are met and maintained.  If you have any queries regarding how Pacific can meet your specific ethical requirements, please contact us today.


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Radiology Transcription: What’s It All About?

This branch of medical transcription aids Radiologists to achieve healing breakthroughs and most importantly, to promote patient wellness.  Practitioners have specific documentation needs and they can be supported by radiology transcriptionists.

What is a Radiology Transcriptionist?

By its very term, Radiology is the study of radiation-emitted images to diagnose or treat a disease seen within the body.  With imaging technology, a patient’s condition may be pinpointed and specifically treated long before a disease gets much worse.



These are a few of the scanning technologies used by radiologists:

  • Magnetic Resonance Imaging or MRI
  • Computerised Tomography or CT scan
  • X-Rays
  • Ultrasound

Based from the interpretations made on the mentioned technologies, a transcriptionist must take accurate notes of what the radiologist states, including medical terminologies. Radiology transcriptionists also document the details of every patient’s condition, which can serve as information sources if there are any treatment disputes.

Aside from diagnosis, treatments such as radiation therapy also need to be recorded.  This way, progress may be tracked and the radiologist can adjust the treatment.

Must-haves in radiology transcription

Radiology transcripts are produced in different formats, but they should mainly be based on what the medical client or Radiologists prefer.  The objective is to provide accuracy and ease of reference for the practitioners.



A sample diagnostic report may be outlined based on these sub-topics:

  • Case Background
  • Method/s of diagnosis
  • Description of used imaging technologies
  • Views and process of observation
  • Overall findings

With the complexities of radiation technology, transcriptionists need to be well-experienced to handle such a highly sensitive and technical task.

Necessary skills

There are many specialty areas Radiologists work in including Immunology, Pulmonology, Cardiology and Orthopaedics.

It is a major strength for Radiology services if they have a team of transcriptionists who have expertise in every medical specialisation.  They have the capacity to write every finding with a strong understanding of what the Radiologist observes.

Generally, these are the skills and credentials a Radiology Transcriptionist must have:

  • Preparatory studies in Medicine, or
  • Many years’ experience with radiology dictation,
  • Be familiar with a variety of medical practice softwares, including COMRAD, OCCAM, Karisma, JADE Care Systems, Pro Medicus, and Winscribe,
  • Work well under pressure and within tight timelines,
  • Strong typing and report production skills,
  • Keen listening skills, and
  • Client-oriented.

At Pacific Transcription, we have a strong team of transcriptionists to assist your every clinical need for documentation.

Call us on 1300 662173 to start the conversation – we can work with you today.


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What it takes to be a professional transcriptionist

When we mention the word transcriptionist or transcriber, most people immediately think “fast typer.” While this is definitely important – there are other various skills a professional transcriptionist needs to have.

But, while we’re on the point of speedy typing…we speak at a rate of 150 to 170 words per minute. On average that is 10,000 words an hour.

A professional transcriptionist can type between 80 to 100 words per minute, sometimes more. Based on a clear piece of audio, a 1 hour interview can take anywhere between 4 and 6 hours to transcribe.

Does your business need transcription services? We have four reasons why outsourcing your transcription services makes sense.

If you’re interested in working in the professional transcription industry, our careers page will cover everything you need to know about the benefits and skills you need to offer quality transcription.

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Do You Need a Transcriptionist, Stenographer or a Typist?

What are the differences between these three professionals? How do you know if a specific service will be more helpful for your business needs? We discuss how the position of transcriptionist, stenographer or typist can mould into a business environment.

A Stenograph Machine Looks Like This  What are Stenographers?

They’re also known as court reporters. They write down what they hear in real time. Their services may be employed in courtrooms, testimonies and other oral proceedings.
Since they’re placed right where the “action” is, they’ll be required to have exceptional hearing and quick comprehension. They’re also experts in writing both with the use of a pen and paper, and a stenograph machine.

Professional Transcriptionist  What are Transcriptionists?

Businesses within the legal, medical and research fields will usually outsource their transcription services. Finance and media conferences can also benefit from their expertise in producing accurate documents based on pre-recorded audio.

Transcriptionists may be required to transcribe pre-recorded videos, as they hear back what has been discussed in a meeting or presentation. Based from the recordings, transcriptionists will produce a verbatim document which is an accurate record of the proceedings.

These professionals may also write about the conversations which transpired during a focus group discussion or an interview. This makes it easier for marketers and other professional researchers to flesh out some useful data, towards the development of their products, services or funded research.

Skilled Typists Fulfil Many Office Functions  What are Typists?

Some businesses may have an in-house typist. Their typing services will be helpful for corporate meetings and boardroom sessions. Other roles would include data entry, sorting mail, attending to phone calls and general office assistance.

They can prepare minutes of the meeting, which will be emailed to various departments for coordination and follow up purposes.
Does your office coordinator already have their hands full? We have four reasons why outsourcing your transcription services makes sense. Call the team now on 1300 662 173 and we can help you get started.

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Which Headphones Are Best For Transcription?

At Pacific Transcription we receive many queries from transcriptionists and clients alike asking which headphones are best for transcription.  And to each and every one I say firstly, it is a very personal choice. 

What we’ve discovered over the years is that everyone has different ideas on which features are the most important.  So this post is more a list of the features which may be important to the wearer, rather than which headphones are “best” for transcription.

Comfortable Headphones for Transcription

Feature: Comfort & Ergonomic Design

This is a BIG consideration if you are wearing headphones all day.  Some people like buds (like the ones that come free with most mobile devices), some like in-ear canal buds (better sound quality), some like the ones that sit just on the ear (come with most professional transcription kits, such as Philips LFH334 or Olympus E-62), and some like their ears completely enclosed by a big velvety or leather ear pads (like gaming headsets).

Other factors to consider include whether you wear glasses.  Half an hour wearing headphones which uncomfortably press your glasses against the back of your ears can soon stretch into what seems like an age.  Suddenly transcription is not fun anymore.

Feature: Volume Control

We wouldn’t recommend any headphones without volume control.  When audio suddenly blares it is much easier to control the volume with a simple flick of a dial than search on your computer for your audio settings.

Fuller Headphones for Transcription

Feature: Noise Cancellation

Depending on the environment in which you are transcribing, noise-cancelling headphones can be very beneficial.  Some transcriptionists don’t bother with this feature as they are already in a quiet environment, and noise cancellation technology can add significant cost to a sturdy set of headphones.

Red Wireless Headphones

Feature: Type of connection – wireless or tethered, USB or 3.5mm jack?

Tethered or wireless?  Some people hate the cord – it gets caught in chairs, wrapped around legs, and the cord or connection can get damaged.  Bluetooth or other wireless connection can give more freedom.

3.5mm jack or USB connection?  Depending on your computer’s specs, you may need a 3.5 mm jack connection as you may not have any USB connections left.  Keep in mind that some USB connected headphones also have a sound card in the USB connection – which is very handy if you have a computer with a poor quality sound card.

Pacific Transcription’s online shop sells a variety of headphones, including the full range of Philips and Olympus professional transcription headphones.

So which headphones are best for transcription?  There’s no one answer to fit all, but this information will go a long way in helping you decide which headphones are best for you.

If you need more information on headsets for transcription be sure to contact the Products Team at Pacific Transcription on 1300 662 173.


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