Medical dictation and transcription have revolutionized the healthcare industry by giving physicians and associated professionals more time to excel in their professions without having to worry about lengthily written patient notes.
In order to run smoothly, physicians must practice excellent dictation habits so that notes are recorded and transcribed perfectly, every time.
Medical Dictation Tips to Improve the Accuracy and Quality of your Audio:
Speak clearly and slowly
Be mindful of enunciating each and every syllable you are speaking to make the transcribing of your notes the most efficient and accurate. If you have a speech impediment or if English is not your first language, take even more time with each word you say.
Practice thorough microphone operation habits
Read the owner’s manual for the proper distance from and other key habits around the microphone. Before dictating regularly, practice these behaviors. Remember to avoid heavy breathing into the microphone and fading away too soon.
Prepare for what you are about to say
Before recording, it’s best if you have an idea of what you want to talk about – be in medical history, symptoms, recommendations or session notes.
To keep notes clear and organized, always begin a dictation session by introducing yourself, the date and the type of report ahead.
Pause while you think
If you are thinking, stop recording. Do not waste transcription time on thinking words such as “um” or with long, drawn-out pauses.
Research recording equipment
Read up on the recording equipment you purchase. Different devices require different uses, and an owner’s manual will walk you through all necessary operation guidelines before you begin recording regularly.
Determine the best recording environment
Where notes get recorded makes a big impact on the sound quality. Set up your recording station in an area free from outside noise and far away from other objects or devices that might make disruptive noise, such as a fan. If you dictate while visiting with a patient, set up the area so that you can efficiently record throughout a visit, without having to relocate to another part of the room.
Take care of equipment
Maintaining equipment is as important as investing in quality equipment. Clean equipment routinely, inspect devices for dust, keep equipment charged or stocked with batteries and keep backup energy nearby during recording sessions.
Use concise language
Speaking into a microphone does not open the floodgates for unnecessary rambling. Before dictating, think about how you would quickly and concisely describe the thought on the paper and verbalize accordingly.
Spell words that need clarification
Some words need clarification, including obscure or long medical terms and short, everyday words, such as ‘an’ and ‘and’. Spelling out medical terms will make the transcription process more efficient. Spelling short, common words will take some getting used to, but practicing this dictation habit will make audio more clear and ready to transcribe.
Remember to verbalize punctuation as you record. It is important that physicians review the correct punctuation commands for dictating. For example, ending a sentence is dictated by saying “full stop,” not “period.”
When you finish dictating, be sure to say ‘end of dictation’ so the transcriptionist knows not to waste time by listening for more.
Gather transcription feedback
Whether you are working with software or a live medical transcriptionist, pay attention to where misunderstandings or mistakes routinely occur. Are you over or under pronouncing certain letters, leading to common misspellings? Are you forgetting to dictate punctuation, leading to run-ons and confusing sentences? Ask your medical transcriptionist for feedback to find out which dictation elements are troublesome. If you work with software, mark mistakes to observe patterns over time.
To learn more about incorporating medical transcription services the most optimally in your office, reach out Mercedes Transcription.