We have compiled a set of answers to questions that are frequently asked by our existing and potential clients. If you do not find your answer here, please contact us at sritbpo@renaissance-it.com.

Our Typical Customers

Who do we serve?
SRIT BPO provides medical transcription, coding and billing services primarily to single physician offices and small to medium clinics. There is no minimum number of doctors required to sign up for SRIT BPO service. Our service also scales well for large and growing organizations. 

Do we take up partial or temporary transcription support?
Yes. In fact, we welcome any physician group or facility to consider using SRIT BPO as a back up to an existing service or for overflow work. Of course, we are are keen to also provide a full medical transcription solution; the choice of service always being yours.

Signing up with SRIT BPO

How do I sign up with SRIT BPO?
Contact SRIT BPO, Sales, at sritbpo@renaissance-it.com.

Is there a contract?
Yes. After your requirements are assessed, a standard contract will be drawn up.

What is the timeframe for SRIT BPO to commence services?
SRIT BPO services usually can be implemented within 48 hours of signing the contract.

Can work be commenced without a contract?
In emergent cases work can be taken up before the finalization of a contract on a case by case basis. 

Hardware and Operating System Requirements

What kind of hardware and software is needed?
SRIT BPO will work with the existing technology platform of the client. If the client so requires, SRIT BPO will provide a workflow solution for which the hardware and software requirements are as below:

• Operating system: Microsoft Windows XP or Windows 2000
• RAM: Minimum 128 MB
• Hard drive space: Minimum 20 MB (1 GB recommended)
• Internet connectivity, 56 kbps or higher recommended
• Parallel port (USB recommended)
• Browser: Internet Explore 5.5 or later, with 128 bit encryption
• Microsoft Word

What hardware/software does SRIT BPO provide?
If using a telephone call in system, SRIT BPO provides the necessary phone in devices that interface with the SRIT BPO server environment.

SRIT BPO also provides Cygnus – a complete web based workflow solution, with the additional modules of Dictation Manager (to be loaded on physician’s PC).

In case the client requires a secure FTP upload/download solution, the FTP server will also be provided by SRIT BPO.

Methods of Dictation

What kinds of input devices are supported for dictation?
The SRIT BPO medical transcription solution supports digital recorder and telephone dictation. It also supports dictation using a microphone directly into your PC.

Are custom voice menus offered for telephone dictation?
Yes, Voice menus are customized for each facility and for each physician.

Is an 800 number used for telephone dictation?
Yes. Your calls to our secure number are completely free.

Can multiple physicians share a digital device for Dictation?
Yes, multiple physicians can share a single device. SRIT BPO, however, generally recommends using different smart cards (memory cards) for each physician to keep a better track of voice files. 

Methods of Transcript Delivery

What is the format of the transcribed files?
Reports are returned in Microsoft Word format files. We can also provide files in any specific format if required by the backend software of the client.

Can I edit the report or send it back for corrections?
Yes. You can edit the report while listening to the playback of the original dictated file. In case there is an error/correction, you can append a note and send it back to us or correct it yourself.

Can I electronically sign the report?
Yes, electronic signature facility is also available in the Cygnus software.

Can my assistant download files for a batch of physicians?
Yes, we can provide a separate identity for the clinic assistant to download/upload files for a specified group of physicians.

Can I forward the transcript as a fax or an email?
Yes, Cygnus workflow solution allows you fax or email the final transcript directly from your delivery portal.

Does SRIT BPO provide for remote printing?
No, at this time, SRIT BPO does not provide for remote printing. You will need to download and print the files at your end.

In case you require printed transcripts, these can be delivered by fax/courier for an additional charge.

Can I ask for older transcripts or additional copies?
Yes. Please see the question on Archiving.

Can SRIT BPO files integrate with EMR programs?
Yes, SRIT BPO files integrate with all EMRs that follow HL7 protocol for import of text files.  

Quality

How does SRIT BPO ensure accurate reports?
SRIT BPO has trained and certified medical language specialists. We have strict requirements for recruiting medical transcriptionists and editors. We have a multi-level quality assurance process. Please see our medical transcription quality page for our total quality process.

Are medical transcriptionists assigned to specific accounts?
Yes. We have found that familiarity improves translation quality.

Who does the quality reviews?
Our quality assurance editors are all SRIT BPO employees. The review process is never sub-contracted out.

How is accuracy measured?
We measure accuracy as per the AAMT guidelines in conjunction with specific client specifications, which prescribe a sliding scale of penalties for errors. The length of the document is factored in, but the effect is that a very minimal number of errors disqualify a report from achieving the required 98% accuracy.

Who determines if a medical transcription is sufficiently accurate?
You, the client are the final judge. If you are not satisfied, accuracy percentages are meaningless and we will correct the problem.

What can you, as a client, do to enable and enhance our service to you?
SRIT BPO constantly endeavors to ensure 100% accuracy. However, there are technology and process parameters that have a critical impact on the quality of the output (transcription).

A good digital recorder enhances the input quality. If using the phone in system, mobile (cell) phones often impede quality. It helps if you could spell out patient names, especially if there is no system to gather demographic data otherwise. Transcriptionists do not mind rapid and accented “tough” dictators but disorganized dictation can pose problems. Finally, feedback from the client is the greatest enhancer of quality.

Transcription Turnaround

What is the standard turnaround?
SRIT BPO medical transcription service generally delivers overnight turnaround, with twenty four (24) hour turnaround guaranteed.

Is STAT turnaround offered?
Yes, STAT services with 6-hour turnaround is also provided. 

Cost

What are the SRIT BPO pricing options?
SRIT BPO medical transcription service offers the traditional pricing option of cost per line. (Line being 65 characters with space)

Does SRIT BPO support and follow the MTIA billing principles?
Yes.

Is there a setup fee?
No. There is no setup fee for using our services. 

HIPAA Compliance

Is SRIT BPO HIPAA compliant?
SRIT BPO meets all HIPAA privacy and security requirements. Please see our page on HIPAA.File Archive
 
File Archiving

How long are files stored?
Voice dictation files are stored for 30 days. Transcribed files are available and stored on-line for two years and are stored off-line for an additional three years.

How are archived files accessed?
On-line transcribed files are accessed using the standard SRIT BPO software. Off-line archived files can be requested by contacting customer support.

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