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Research transcription can be puzzling to first-time researchers.  There are a number of essential elements to research transcription which every researcher should know.

Research transcription describes the process of converting recordings of focus groups and interviews into written transcripts.  All researchers who use focus groups and interviews as a method of collecting data for research use research transcription.

Research Transcription: Accuracy

One essential element of research transcription is accuracy.  Research transcripts are accurate accounts of the focus group or interview, are free from grammatical and typing errors, and conform to specific needs as articulated by the researcher at the beginning of the project.

Research Transcription: Formatting

There are a plethora of formats which researchers and transcription companies use, in producing accurate and high quality transcripts for researchers.  Many transcription companies have a selection of default formatting templates which are popular with researchers.

However for researchers who plan to use qualitative analysis software to analyse their data, (such as NVivo or Leximancer) specific formatting is required.  This is because the transcript must be in a format which is easily imported into the software, for data analysis.

As a researcher it is imperative that you know which qualitative analysis software you will be using, before you request the transcription from your chosen transcription provider.

Pacific Transcription offers four Nvivo formatting options, and can provide transcripts in Leximancer-compatible and other qualitative analysis software-specific formats.

Research Transcription: Transcript Styles

The most common transcript style requested by 95% of Pacific’s researchers is Intelligent Verbatim (standard style).  This is because Intelligent Verbatim transcription style is highly readable.  Although a highly accurate transcript is produced, the typist does slightly amend the spoken word by excluding false starts, repetitions and excessive use of filler words, such as “um, “like”, and “you know”.

There are a number of other transcript styles which, although far less common, are used by researchers.  These include Strict Verbatim (orthographic transcription) and Conversational Analysis.

Strict Verbatim transcript style is used by researchers who intend on applying basic linguistic analysis on their transcripts.  Conversational Analysis transcript style is used by researchers who plan to analyse various paralinguistic and nonverbal communication, embedded in the transcripts.

Both transcript styles require intensive application and often require full sound-checking.  For these reasons both Strict Verbatim and Conversational Analysis transcript styles incur significant surcharges, and take longer to produce.

Due to the complexities of these transcript styles it is advisable that all researchers who require Strict Verbatim or Conversational Analysis thoroughly discuss their requirements with their chosen transcription company, prior on embarking on the research transcription job.

Research Transcription: Ethics Standards

It is a requirement of all researchers conducting research to meet the ethics standards as set out by the funding or research body.  For the majority of researchers the standard terms and conditions and privacy policies of transcription companies adequately meet their ethics requirements.

Sometimes specific research projects require commitment to more complex, tighter or strict standards.  For example, a researcher conducting highly sensitive interviews with a particularly vulnerable cohort may require that every typist who comes into contact with the audio provide a signed, individual and current confidentiality agreement, explicitly stating the name of the piece of research in the agreement.

Although all Pacific typists sign a confidentiality agreement prior to contracting with Pacific, it is quite common for Pacific to ensure individual typists assigned to research projects such as these, sign an individual confidentiality agreement, which is then supplied to the researcher.

Research Transcription: Turnaround Times

Each researcher has competing demands on their time.  Research projects are usually time-limited, and these time limits are often imposed by the grant or funding body, or the researcher themselves.  It is helpful to researchers in the planning phase to know how long it will take to transcribe their audio.

Many transcription companies can accommodate the researcher’s specific time limited requirements, and offer a variety of turnarounds and pricing options which reflects this.  Transcription companies can also discuss the researcher’s specific needs and offer the best option which meets both their financial and timeframe limitations.

Research Transcription: Essentials Explained

There are a number of research transcription essentials which every researcher should discuss with their chosen transcription company.  These are transcript accuracy, transcript format, transcript style, ethics standards and transcript turnaround options.  By knowing about these transcription essentials researchers will be better informed when speaking with their transcription provider, and ultimately receive the best possible transcripts for their research.

Pacific Transcription provides New Zealand researchers with high quality, accurate transcripts, in an appropriate format and style, within the turnaround required, and in compliance with ethics standards.  For further information about research transcription please contact Pacific Transcription NZ today.

For more information on what your focus group or interview transcript might look like, read our blog article.

Tired of your time being consumed by manually uploading dictation files for transcription?  Would you like to use your smartphone to dictate, and transfer your dictations directly to Pacific Transcription, for transcribing?

Medical professionals across New Zealand are embracing Pacific’s two direct dictation methods, which make dictating safe, secure, easy-to-use and legally compliant.  Why?  Because direct dictation eliminates the need to manually upload audio files to an individual’s secure client transcription account, which can be time consuming.

What are these two direct dictation methods?

The two direct methods of dictation are:

• Direct dictation using the Professional Mobile dictation app with a Winscribe licence, and
• Direct dictation using the Dictate + Connect dictation app (iPhone only) and a secure online transcription account with Pacific Transcription

Tell me more about the two direct dictation methods

Method #1: Direct Dictation using the Professional Mobile dictation app and a Winscribe licence

By using your smartphone, the Professional Mobile dictation app and a Winscribe licence you can record your dictations and send them directly to Pacific Transcription’s dedicated dictation server.

The Professional Mobile dictation app is free, and can be downloaded from an app shop.  This app is specifically designed for dictation by medical professionals, and can be installed on most smartphones, iPads and Android tablets.

Use the dictation app as you would a handheld dictaphone, to dictate.  The dictation app has all the functions of a top end dictaphone, including overwrite and insert, edit and review dictations, setting a job priority and changing the job type.

You also need a Winscribe licence, which can be purchased from Pacific Transcription.  Just phone or email Pacific to obtain a licence and to arrange payment.  You will be supplied with critical information including an Author ID, password and URL setting, and step-by-step instructions for setting up the app. Once you’ve entered this information into the app and checked the network connection, you can start dictating!

After you’ve finished dictating and have clicked the send button, the jobs are automatically uploaded to Pacific’s secure dictation server, ready for typing.

The Winscribe licence is perpetual, which means you only make a once-off payment to have access to Pacific’s dedicated dictation server for the life of your Author ID.

Transcription costs are explained in Pacific’s Professional Rate Sheet.  Ask our friendly staff for a copy.

Method #2: Direct Dictation using the Dictate + Connect dictation app (iPhone only)

Many of Pacific’s clients who use iPhones also use the Dictate + Connect dictation app to dictate and upload directly to their secure client account with Pacific Transcription.

The Dictate + Connect dictation app is easy to set up and use, and is available for download from the Apple iStore.  A free version is available to test out first; however we recommend the paid version, which costs under NZD 30, as the free version is limited to a maximum of five dictations.

Before you set up the app you must first have a secure client account with Pacific, including your username and password.  If you don’t already have a secure client account, simply fill out the enquiries form or email Pacific to create a new client account.  Pacific staff will also email you step-by-step instructions on setting up your Dictate + Connect app.

Once you have your Pacific client account username and password, in the Settings area of the app, select Pacific Transcription as your “sharing destination” and when prompted, enter your Pacific Client username and password.  Dictating can now begin!

When you’ve finished dictating, click the send button, and your files will be automatically uploaded directly to your secure Pacific client account, and enter the transcription queue.

Like the Professional Mobile dictation app, the Dictate + Connect professional dictation app has all the key features of a sophisticated dictaphone, including rewind, overwrite and insert.

You can log into your secure client account with Pacific at any time to view and download the Professional Rate Sheet, which outlines transcription pricing and turnaround.  Alternatively, just phone or email Pacific to obtain a copy.

Streamlining the dictation and transcription process

Whether you are using the Professional Mobile dictation app with Winscribe licence or Dictate + Connect dictation app with Pacific client account, your dictation files will be automatically uploaded to Pacific’s transcription queue, ready for typing.

Once the dictation files have been typed and passed the quality assurance process, the completed transcripts are uploaded to your secure client account, or zipped and emailed to your preferred email address.

Pacific Transcription’s Professional Rate Sheet lists the costs for transcription pricing.  Ask our friendly staff for a copy of this rate sheet, or log into your secure client account to download the latest version of the rate sheet.

Pacific Transcription has two great options for medical clients who want to dictate directly without the bother of manually uploading audio files.  For safe, secure dictation services, try one of Pacific’s direct dictation options today.  It’s as easy as picking up a phone.

Companies who use dictation as a key method of communication also require efficient, accurate and timely transcription.  Traditionally legal, medical, insurance and finance professionals relied on in-house typists to transcribe their spoken words into text.  This method of dictating and transcribing has endured for over 100 years.

Today more and more businesses choose to outsource their transcription needs to a professional transcription company, such as Pacific Transcription.  Listed below are four compelling reasons why companies elect to outsource their transcription.

Reason One: Outsourcing Transcription Saves Your Business Money

Long gone are the days of the typists pool, the analogue dictaphone, and the secretary using shorthand to record the boss’s dictations.  In today’s busy work environment staff need to possess a variety of skills and abilities and be responsive to the ever-changing nature of work.

If transcription is not their core work, and your company is not in the business of transcription, it makes sense to leave that work to a company whose core business is transcription.  By outsourcing your transcription needs you are free to reallocate resources and staff to critical growth areas in your business.

Reason Two: Outsourcing Transcription Saves Your Business Time

The work of transcribing from audio was often carried out by a secretary or assistant who had a myriad other jobs to conduct as a part of their daily workflow.  The time it took to produce a transcript meant they were not able to focus on their other important roles in the business, and they had to squeeze the 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.  This means your staff are free to concentrate on growing and improving the core areas of your business, and you get your important dictations on time.   Now that makes good business sense.

Reason Three: Outsourcing Transcription Mitigates the Unexpected

Despite the best laid plans the unexpected still happens.  Staff get sick, technology breaks down, computers get viruses and yet, amidst all this chaos, important documents still need to be transcribed and supplied to clients and colleagues.  Smooth over the troubled waters associated with the unexpected, and outsource your transcription needs to a professional transcription company.

Reason Four: Outsourcing Transcription Reduces Resources Drain on Your Business

When facilitating in-house transcription resources need to be allocated to ensure efficient and effective delivery of transcripts.  Specific transcription equipment such as transcription software, transcription foot pedals, headsets, dedicated computers and space resources are essential.  By outsourcing your transcription needs your business no longer needs to purchase, maintain and upgrade these resources.  Instead, you can direct the cost of these resources to a more needy area in your business, thereby minimising resources drain on the business.

Saving time and money, energising your business and reducing resource drain are four compelling reasons why New Zealand businesses are outsourcing their transcription needs to an experienced, highly professional and quality-driven transcription company, such as Pacific Transcription.

For more information on how your company can easily make the switch and outsource your transcription needs to Pacific Transcription, contact us today.

Medical professionals around the world have a suite of dictating tips which are practised every day.  This article lists the top ten tips for professional dictating, and how they can help improve the dictating experience for professionals.

Whether you are new to the skill of dictating or a seasoned professional, it’s worth knowing what professional dictating tips are considered best practice.  By improving dictation practices professionals receive the best quality transcripts possible, eliminate the need for a final edit, and ultimately save precious and highly contested work time.

Tip #1: Only use audio devices designed specifically for dictating

Whether dictating into a dictaphone, using a microphone or headset, or dictating into voice recognition software, it is essential you use an audio device designed specifically for dictating.

Devices such as Olympus Dictaphones and Philips SpeechMikes are designed to produce high quality audio.  Ensure you understand the settings of the device and position the device well.

Tip #2: Collect your thoughts and plan your dictations

What’s that old adage?  Think before you speak.  This is particularly apt for professional dictating.  Collect your thoughts and plan your words before speaking.  Gather together any papers or reports you need to reference during dictation and reduce rustling paper.  Open up the relevant documents on your computer to minimise loud key strokes and avoid interruption to your thought processes.  If you’re organised your dictations will be clear and coherent.

Tip #3: Dictate critical information

What is critical information?  Critical information includes identifying yourself at the beginning of each dictation, stating the type and date of the dictation, critical patient details and identifiers, and, where applicable, which template you wish the transcriptionist to use.

Tip #4: Standardise your dictations

It’s helpful both to you as a dictator organising your thoughts, and the transcriptionist who is typing your transcripts, to use similar phrases in each of your report types.  Being consistent across report types reduces the chance of errors in the transcript and reinforces the routine of dictating.

Tip #5: Dictate punctuation, phrasing and formatting

Each dictator has individual preferences for punctuation, formatting and phrasing.  To ensure your specific preferences are met dictate punctuation and phrasing as you go.  Include “full stop”, comma”, “new line”, and “new paragraph”, and pause slightly before and after small words such as “a” and “the” -these words are frequently lost or misrecognised.

If you find that you need to retract sentences or paragraphs, please clearly indicate this in the dictation.  If instructions are not clear they can be misunderstood as needing to remain part of the dictation.  If you are using a dictaphone please consider using the “overwrite” or “insert” functions, within the dictation.

Tip #6: Slow down!

Some dictators speak too quickly for even the most seasoned transcriptionist to capture all the words well.  Remember that the average person speaks between 110 – 150 words per minute, and an experienced medical transcriptionist can type between 80 – 120 words per minute.  There’s a discrepancy – so if you slow down, your transcriptionist is more likely to capture all your words the first time, and you also get to compose your words in a considered manner.  Further, most professional medical transcription companies charge per line, not per minute of audio, so there’s no financial saving to be had by “racing” to the finish!  It’s win, win!

Tip #7: Speak with clarity – and try to avoid eating and drinking while dictating

Dictators can avoid fade-out at the end of sentences by speaking clearly and naturally.  Keep a natural tone and volume to your voice, and whatever you do, please don’t eat or drink while dictating.  Dictating while still in theatre is not advised.  The clatter of tools and equipment in the background severely impacts on good quality audio.

Tip #8: Speak in continuous phrases

Speaking in continuous phrases is particularly important when using voice recognition software, such as Dragon Professional or Dragon Medical Practice Edition.  This approach provides contextual clues about what you dictate, helping the software (and the transcriptionist) choose the most appropriate word or punctuation.  For example, context assists the software to distinguish between homonyms like “humeral” pertaining to the humerus bone, and “humoral” referring to a body fluid (such as a hormone), or “:” the punctuation mark, and “colon” the body part.  Despite the best of intentions and context, there are still a few homonyms which cannot be easily distinguished.  It is advisable to spell out “Hypo” and “Hyper”, to avoid incorrect usage.

Tip #9: Spell unfamiliar words

If you are engaging a professional medical transcription company to transcribe your dictations there’s no need to spell out medical jargon or terminology.  The transcriptionists employed by reputable transcription companies such as Pacific Transcription have a wealth of experience and knowledge across all medical fields, and are very familiar with medical terminology.

However, there are groups of words which do benefit from being spelt out.  It is beneficial to spell unfamiliar landmarks, remote areas and townships – particularly those which are named using Indigenous languages.

Where the transcription company does NOT have access to your patient database to verify patient details, it is also helpful to spell out patient names which have unusual or uncommon spelling.  To the transcriber Rosemary, Rose Marie, and Rose Maree will all sound the same.  It is also beneficial to dictate the patient’s full address, the clinic name and location, to avoid errors.

Tip #10: Remember to say “End of Dictation”

A simple but effective tip – by remembering to say “end of dictation” at the end of your dictation the transcriptionist knows there is no more dictation to follow.

For more information on professional dictating, medical transcription or to obtain professional transcription services, please contact Pacific Transcription.

Medical transcriptionists have an important role to play in the healthcare industry and it’s not easily done.  Essentially, medical transcriptionists are specialists in understanding and dictating medical language and healthcare documentation.

Doctors dictate their reports into audio files and medical transcriptionists listen to the files and type them. This means the medical transcriptionist needs to listen, interpret and then type the doctor’s ‘medical speak’ into formalised medical reporting.

If you’re considering outsourcing your medical transcription needs, the following essential points and their benefits will help you decide.

#1: They know medical terminology

A medical transcriptionist can convert the dictated material from the doctor’s shorthand medical “slang” into formal medical language. They are knowledgeable across a wide range of specialist medical terminology, as well as possessing exceptional language, grammar, and word-processing programs required to produce a quality medical transcript.

#2: You’ll maintain accurate medical records

For any medical professional and practice, a medical transcription service will help you keep accurate medical records. This will enable you to provide good patient care and will protect you as a medical practitioner as well.

#3: You don’t have to deal with the implications of technology

Sometimes speech recognition is used in place of a medical transcriptionist; however with its technological limitations, it’s impossible to completely eliminate the need for medical transcriptionists. Why? Even at its best, machine-generated text can contain errors that need to be corrected by professionals who have the language skills and in-depth understanding of the health professions.

#4: Any discrepancies can be spotted

With their specialist knowledge in the field, medical transcriptionists may follow up with the doctor or health professional if they find any discrepancies within the voice recordings.

#5: They are there for staffing emergencies

The reality is reporting must go on even when you’re short-staffed. This is where a medical transcriptionist can stand in and lighten the work load. 

#6: You can eliminate capital investment with outsourcing

When you choose to outsource your medical transcription you no longer have to worry about the expenses involved in maintaining equipment to support transcription. Even if you choose to partially outsource your medical transcription this can still be a great way to reduce cost.

Are you thinking that medical transcription outsourcing might be the right path for you?  Speak to Pacific Transcription now (enquire online or phone 0800 004 609) and find out how you can make our medical transcription services work for your business needs.