Transcription System Components

1
Streamlining Transcription Costs and Workflows
Software System Solution
2
Goals and Objectives

• Goal
• Provide consistent, electronic method for
  editing, approving and routing of dictated notes
  and letters
• Objectives
• Reduce turnaround time from dictation to document
  being available in the chart for patient care and
  use by necessary areas
• Provide tracking mechanism for lost and delayed
  dictations that can be accessed by clinic staff,
  clinic management and faculty
• Reduce FTEs associated with transcription process
  and paper routing
• Streamline routing of dictations and improve note
  accessibility for faculty
• Reduce transcription costs

3
Key Benefits of the New Software - TransCentral

• All aspects of the process are considered,
  providing a streamlined and auditable workflow
  for each area with limited changes to faculty
  processes
• Flexible workflow based upon individual physician
  work habits
• Consistent, electronic method for internal
  routing of alltranscription-related information
• Flexibility regarding transcription source
• HIPAA-compliant structure
• Network and transcription login and password are
  the same
• Reporting capabilities to track transcription
  turnaround, current status within system and cost
  estimates for billing verification
• Direct and immediate accessibility of all final
  or pending notes
• Electronic interface with required Washington
  University School of Medicine (WUSM) systems
  (Clin Desktop / AllScripts)

4
TransCentral Efficiencies

• Letterhead and note background templates
• Customized routing profiles for each provider
• Allows for flexible distribution based clinics,
  workflows and faculty preferences
• Customized templates for each specific workgroup
  for notes, letters and prescription refill or
  patient communication
• Repetitive text can be included in template forms
• Problem lists, referring physician and related
  data can be auto-populated from previously
  approved note
• Transcription edit page includes links to
  previous documents associated with patient for
  convenient historical reference
• Audit history of all transcription touch points
  ande-fax receipts
• Interface for updating referring faculty
  dictionary

5
Transcription Flow Chart
6
Links to Current Transcription Repositories Have
Been Established to Simplify Searching of
Historical Documents
7
Physician Routing Customization
8
TransCentral System Portal
 
9
Opening the Physicians E-Mail Provides a Link to
the Transcription Document and Comments (if
applicable) from the Transcriptionist.
10
Faculty View of Open Items
11
Example of Note Approval Interface
 
12
Document Detail Features
13
Recipient Cover Sheet Creation
14
Process Tracking in System

15
The Process from a Transcription Perspective

• Voice and data files can be coupled and sent via
  FTP to any type of transcription vendor for
  off-line work (e.g. India vendor)
• All arrived patients associated with each
  facultys clinic locations are available to be
  selected to avoid typographical and date of visit
  or birth errors in transcription.
• Templates can be used by support personnel (Nurse
  or Secretary) to electronically document
  communication with a patient.

16
Successes

• Ability to reduce time of dictation to in-chart
  filing from15 to 3 days
• The timely availability of transcribed notes has
  improved patient care and charge capture in the
  clinics implemented
• Immediate electronic distribution of approved
  notes to all necessary entities has reduced
  administrative costs and improved timeliness of
  note availability
• Electronic faxing of notes to referring
  physicians has reduced delays in faculty
  communication and saved time and material costs
  associated with mailing of hard copies.
• Reduced FTE in Medical Records and Appeals
  Processing staff

17
Successes

• Eliminated delays caused by typographical and
  manual errors associated with transcription
  process
• Tracking of delayed or missing notes has allowed
  clinical staff to immediately identify issues and
  have notes re-dictated while information is still
  fresh in the providers mind.
• Query capabilities for specific patients and
  conditions has provided faculty with research
  information not readily available.