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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 NEXTDC Brisbane, in the CBD.  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), others like in-ear canal buds (better sound quality), then there are folks who like in-the-ear headsets that sit just on the outer edge of the ear (such as the Philips LFH334 or Olympus E-62, which come with most professional transcription kits), and yet others 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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Comparing Acoustic Magic Voice Trackers I and II

Voice Tracker array microphones are cost-effective, user-friendly and provide high-quality audio capture, making them ideal for recording meetings, capturing lectures or conferences and accommodating speech recognition applications.

These array microphones scan 360° to electronically locate and automatically steer towards the talker, ensuring that no audio is missed. While the digital signal processor creates a listening beam which focuses on the talker and spatially filters noise from other directions, proprietary noise reduction algorithms filter out background noise.

Each microphone’s extremely long pickup range means that there is no need for multiple microphone mixer setups, cumbersome headsets or handheld microphones, all of which can be expensive and may require expert installation and management.

Acoustic Magic Voice Tracker I

Acoustic Magic Voice Tracker I

This means that questions from the class as well as the lecturer are picked up, even as the lecturer moves about the room, all with the use of a single, inexpensive microphone.

This is why more than 300 universities across the United States are using Voice Trackers in their classrooms, and why universities across Australia are selecting Voice Trackers as their microphone of choice for lecture capture.

Acoustic Magic Voice Tracker II

Acoustic Magic Voice Tracker II

Comparing Voice Trackers I and II: Are they so different from each other?

Pickup Range

While both Voice Trackers utilise eight “always on” array elements and two stage noise reduction algorithms for exceptionally long pickup, the VTI outstrips the VTII with a 10+ metre range, while the VTII has a range of 7+ metres. This is one of the reasons that universities are choosing the VTI for their lecture theatres and classrooms.

Advantage: VTI has longer range

Power: USB Output versus Wall Power

The VTII’s primary audio output is an USB output, and it is powered by its USB connection, eliminating the need to be connected to wall power. This makes the VTII quite portable.

The advantage of having wall power is that there is no risk of loss of performance as batteries run out. Also, a USB adapter is available as an optional extra, for the VTI, and is handy for use with Macs and laptops with low performance sound cards.

Advantage: VTI is more versatile.

The Voice Tracker II in a small conference setting.

The Voice Tracker II in a small conference setting.

Acoustic Echo Cancellation

Acoustic Echo occurs when an open microphone picks up a far end talker (from the loudspeaker) and sends it back to the far end talker (as an echo). The Voice Tracker II incorporates a sophisticated and effective acoustic echo cancellation (AEC) technology which makes picking up the speech of people located throughout the entire conference room even simpler.

This is particularly useful when using VoIP-based technology systems like Skype and Adobe Connect, as these systems become easily utilised and inexpensive conferencing tools when paired with the Voice Tracker II.

The VTI can be used in conventional conferencing systems that already have AEC, but AEC is not built into the VTI mic itself.

Advantage: VTII has Acoustic Echo Cancellation

Use with voice recognition software

The VTII is ideal for use as a microphone paired with voice recognition software. Some people who use voice recognition software such as Dragon NaturallySpeaking or Dragon Dictate for Mac, don’t like using headsets or handheld microphones. The VTII offers an excellent, inconspicuous alternative to these mics.

Check out this short video featuring Bob Feingold, from Acoustic Magic. He demonstrates how effective the Voice Tracker II is when using it with voice recognition software, in the quiet of his office environment.

Advantage: VTII is more discrete

Comparing Voice Trackers I and II: Results

Both the Voice Tracker I and Voice Tracker II have distinct differences, which make them suitable for specific settings. The Voice Tracker I is more suited to capturing audio from lecture theatres and classrooms, and the Voice Tracker II is a great microphone to use when paired with voice recognition software.

Why not give both a try? At Pacific Transcription we have the VTI and VTII available for purchase and hire.

For more information on Acoustic Magic Voice Trackers I and II, or to purchase or hire, visit the Pacific Transcription website.

Posted by Catherine Byrne

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Researchers Rush to Get their Audio Transcribed on Time

It’s that time of year again, when academics, PhD students, and other researchers frantically attempt to meet grant deadlines and get their research audio transcribed on time.

Thankfully Pacific Transcription offers a variety of solutions tailored to assist researchers meet tight deadlines, including flexible transcription rates for volume audio upload and prepaid transcription credit.


Flexible Rates

Talk to us about our flexible transcription rate for volume audio. Our Flexible rate is available to clients who are charitable organisations, students paying out of their own pocket, or clients with uploads of 20+ hours of audio in a single batch.
The completed transcripts are available to clients two or more weeks after the audio is received by Pacific Transcription, so this rate suits many researchers who have volume audio, a limited transcription budget, and a few weeks’ grace in a deadline.


Prepaid Transcription

Let us make your life a little simpler, with Pacific’s prepaid transcription service. Our prepaid transcription service is an excellent option for researchers needing to expend their grant budget and who have yet to complete planned interviews. You can purchase prepaid transcription in lots of $100, or lots of $1000, or just contact us if you have other amounts in mind.

Once you have purchased a block of prepaid transcription, we issue you with an account statement which displays the amount of credit you have on your account.

Should your final transcription costs not reach the purchased credit value, we are able to refund the remaining credit at the end of your project.

To discuss either option or other ways Pacific can assist you with your transcription requirements during this busy end-of-year time, please contact us, read our Research Rate Sheet, or visit our website for more details.

Posted by: Catherine Byrne

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What makes a GREAT Dictation App for Professionals?

A great dictation app can make your daily professional dictation tasks easy to perform, cut down on time spent saving and transferring completed dictations for transcription, and eliminate the need for multiple dictating devices. 

Dictation Apps: What Are They?

Dictation apps are apps designed to be used on SmartPhones and other mobile devices for professional dictation.  Dictation apps for professionals are not to be confused with dictation apps for voice to text conversion, where you control the dictations and other applications using the spoken word.

GREAT Dictation AppDictation apps on SmartPhones are used by many doctors, lawyers and other professionals to carry out their day-to-day dictating within their work scope.  The dictations are provided to an in-house transcriptionist, or a professional transcription company, for transcribing.

Using a dictation app on your SmartPhone negates the need for traditional dictating devices.  Because the files are easily transferred from the SmartPhone, regardless of your location (as long as you are connected to a WiFi network), you can dictate anytime and anywhere, meaning you are no longer tethered to your office.  The use of Dictation apps also reduces document turnaround times.

Dictation Apps: What Functions Should I Expect?

Many dictation apps have the functions of a standard professional dictaphone, that is, you can:

  • Insert, overwrite and delete within dictations
  • Insert Index marks in dictations (a quick and easy way to identify important or significant parts within the file)
  • Record in a variety of formats
  • Have multiple ways of transferring dictations (i.e. via email, ftp, etc.)
  • Use the barcode scanner capability of your smartphone (great for medical record keeping)
  • Enable secure encryption of data

GREAT Dictation App for iPhone - Dictate + Connect

Dictation Apps: What Makes A GREAT Professional Dictation App?

As well as having all of the functions listed above, a GREAT professional dictation app is one that is above all else – EASY TO USE.  It has to be intuitive to use, easy to navigate and to populate duplicate data or select often used settings, because people using these apps for dictation are using them all the time.  No one’s going to use an app that is difficult to navigate, or requires large volumes of data to be entered every time a new dictation is made.

What’s more, a GREAT dictation app provides multiple methods of transferring data, which is also easy to set up and use, so that your daily workflow is not disrupted.

I would also go so far as to say that a GREAT dictation app is one which pushes the boundaries of traditional dictation, encouraging us to embrace new ways of thinking about how we dictate, and what tools we can use to complement and enhance the dictating experience.

Dictation Apps: A few ways that GREAT Dictation Apps are “pushing the boundaries”

Two stand out features of GREAT dictation apps used within the medical industry are:

  • ability to easily insert or assign photos and other images within a dictation, enhancing the quality and depth of data able to be collected – suddenly medical records become more comprehensive and thorough;  and
  • Easy to use barcode scanning function for fast assignment.

Remember, if you are using your dictation app for professional use, to maintain appropriate security of data you must use one which has file encryption, thus fulfilling any regulatory requirements within your field of expertise.  (This is particularly important for medical and legal professionals.)

Try out some of these dictation apps for professional use, and tell us what you think about them and others you’ve tried – we’d love to get your feedback.

For more information on dictation apps and other dictation and transcription products, please contact the Products Team at Pacific Transcription.  If you would like your dictations transcribed by a professional transcription company, contact us!

Posted by Catherine Byrne.

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