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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.

Confidentiality_Agreement

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.

Radiologist_Assessing_XRay_ReloadMediaImage

 

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.

Medical_Records_ReloadMediaImage

 

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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Need 256-bit AES encryption? Use the Olympus DS-7000

256-bit AES encryption for electronic data is important and essential for government departments, medical practices and others who manage highly confidential information in a secure environment.

The Olympus DS-7000 digital dictaphone meets these important requirements because it has 256-bit AES encryption system which protects data from illegal access and has a “Device Lock” function accessible by PIN code.

DS7000 with 256-bit AES encryption

The encryption is applied when the files are downloaded to the folder in the Olympus Dictation Management System (ODMS) software, installed on the required computer.  Encryption can only be applied to .ds2 file formats, and not the older DSS version, .dss.

A password is used for encryption.  The password can be set using four to 16 one-byte alphanumeric characters.  An encryption key, suitable for the specified encryption code, is generated from the password, with a key length that is in accordance with the encryption mode set within the programme.

The DS-7000’s easy to activate “Device Lock” function prevents unauthorised access, and utilises a four-digit PIN code.  This PIN has a set length of four digits.   To ensure the device cannot be accessed by an unauthorised person, we encourage users to turn the device off before leaving the device.  This is because if you put the dictaphone down just after using it and you have not turned it off, someone can pick the device up before the Power Save setting has been activated, and access your files.
Device Lock Function

You can set the Power Save setting for five minutes, 10 minutes, 30 minutes or one hour.  You can set the Device Lock function so that the user is prompted for a PIN at Power On, and Wake Up, from Standby.  You can turn the device off and come back to the same recording if you get interrupted.  Each time the device is turned off you will need to re-enter the PIN to use it again.

If the PIN is entered incorrectly and the number of attempts exceeds the number set (you can configure this function within the software, options from one and 10 attempts available) the device will enter “Halt” mode, and remain locked for 10 minutes.  After 10 minutes the device prompts you to enter your PIN.  No information is erased; you are simply locked out of the device.

If the device is set to Device Lock, and requires a PIN to use the device, then the files on that device cannot be downloaded by someone who doesn’t have the PIN, because the device is not recognised on their computer; nor can someone else access or use the device without knowing the PIN.

Remember, the files are not encrypted until they are downloaded to a PC, and the ODMS software has been configured for encryption to occur.  You can configure the software so that only files downloaded to a pre-determined Folder are encrypted.  This means you can have a folder for encrypted files, and other folders for non-encrypted files.

The DS-7000 with accompanying ODMS software is suitable for users who are security conscious, and who need to meet the internationally recognised AES-encryption standard.

AES encryption, which stands for Advanced Encryption Standard, and is also known as Rijndael, is a National Institute of Standards and Technology (USA) specification for the encryption of electronic data.  AES encryption is now an internationally accepted standard across the world.

The ODMS software is available for a 30 day trial, and Pacific Transcription has the DS-7000 for hire and purchase.

If you would like more information about the Olympus DS-7000 and its encryption and device lock properties, please contact Pacific Transcription.

Posted by: Catherine Byrne

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Outsourcing Your Transcription Makes Good Business Sense

We all know how important transcription services are in any company where dictation is a key method of communication.  For most companies transcription isn’t core business, so why spend so much time and money on infrastructure and resources that could be better directed elsewhere?

There is no better time than now to take the plunge and outsource your company’s transcription needs. 

Below I’ve highlighted 4 reasons why outsourcing your transcription makes good business sense.  By outsourcing your company’s transcription needs you will save your business precious time, money, office space, and quite possibly your sanity!

Save Time, Save Money!

Save Time, Save Money!

Reason #1: Save Money

Having accurate transcripts is essential to any business which relies on dictation to communicate with clients or patients, staff, colleagues and other companies.  But if your company is not a dedicated transcription company, then why are you diverting precious resources to supplying this essential service in-house?

Why not leave the transcription to transcription specialists, such as Pacific Transcription; and instead, redirect your staff resources into growing your core business.  By outsourcing your transcription needs you are free to reallocate resources and staff to critical growth areas in your business.

 Reason #2: Save Time

Your staff work hard to meet tight deadlines, so when urgent transcripts are required, they need to squeeze this task into an already full workload.  By outsourcing your transcription requirements to a professional transcription company, urgent files can be returned more quickly to the dictator, and your staff are freed up to concentrate on other important areas in your business.

Juggling To Many Jobs?

Juggling To Many Jobs?

Reason #3: Save Your Sanity

What’s that saying?  The best laid plans of mice and men…? Well, as much as planning for the unexpected is a core part of modern business planning, staff still get sick, computers get viruses, the weather creates havoc, vacation time arrives, and your important documents still need to be supplied under strict timelines to your clients and colleagues.

By outsourcing your transcription you have one less headache to worry about, and you make a positive step towards “future-proofing” your business.

Reason #4: Save Space

By outsourcing your transcription you eliminate the need for specific transcription equipment software or hardware, and you and your staff no longer have to worry about updating transcription software and hardware as it becomes obsolete or breaks down.

Gone are the foot pedals and headsets cluttering up the office, and gone is the frustration of having software not working properly or requiring regular upgrading.  Instead, you have freed up space to implement new and exciting business projects and ideas! 

So if you want to save money, save time, save your sanity and save space, consider outsourcing your transcription needs to a dedicated professional transcription company.

Contact Pacific Transcription for advice and assistance, and to set up your secure online account. Outsourcing your company’s transcription needs makes good business sense, so why not start today?

Posted by Catherine Byrne

 

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