Q: How do I send my dictations?
A: You can choose between dictating into a
digital hand-held device or by calling into
our toll-free line. If you plan to dictate
into a digital hand-held, we would need to
install QuickVoice onto your computer.
QuickVoice is our proprietary client software
that looks in the folder where the device
would upload your dictations, then securely
transfers your voice files to our servers.
Q: Can we customize the voice prompts on your toll-free line?
A: Yes, our menu prompts can be customized
for each dictator and facility.
Q: How do I receive my transcriptions?
A: While we have several methods of transferring
your reports back to you, by far the most popular
way is by using AbbaDox, our online distribution,
workflow, and management system. AbbaDox allows
you to review, edit and electronically sign your
transcriptions, as well as download, print, fax
and securely e-mail. You can read more about
AbbaDox
here).
In addition to AbbaDox, we also can send your
transcriptions via auto-fax, auto-printing and
auto-e-mail. With each of these options you
would be able to determine the criteria that
would trigger the automatic activity, such as
by dictator ID or desired download time.
Q: Can you use my normals and templates?
A: IDS will store all of your templates and normals
into our database, and can instantly incorporate
them into your transcriptions.
Q: What are your turnaround times?
A: Our standard turnaround time is 24 hours.
We also provide STAT reporting; however, we
do request that you notify us of a STAT report
so that we can bump your dictation to the top
of the open dictations queue.
Q: If there's a problem with a report, how
does it get fixed?
A: You can choose to send it back to our
QA department, send it to the original
transcriptionist or fix it yourself.
If you elect to have IDS Transcription
Services make the change, you will be
asked to include a note detailing the
problem. If you choose to fix the
document on your own, you can open the
report in edit mode, and even listen to
your original dictation while you
correct the document.
Q: What kind of security do you have in place?
A: IDS has incorporated multiple layers of security
to ensure that your dictations and transcriptions
remain private and protected. The following is a
brief outline of IDS Transcription Services'
security mechanisms:
-
All digital files are securely transferred
from your computers to our servers using
Secured Socket Layers (SSL) encryption.
All dictations made on our toll-free line
are recorded directly into our servers.
-
Our transcriptionists log into our servers
and type your reports directly into our
system, ensuring that your dictations,
transcriptions and patient information
never leave our stewardship.
-
AbbaDox, our online distribution and management
system, uses 128-bit encryption to protect all
data stored on our servers. Additionally, our
SSL encryption has been authenticated by
VeriSign, the pre-eminent authority on Internet
security certification.
-
AbbaDox employs a multi-level security hierarchy
to establish user permissions in the system.
This approach enables practice administers to
specify what each employee can do and have
access to in the system.
-
IDS maintains audit logs, on a file-by-file
basis, detailing every action associated with
a transcription, scanned document or lab report
for the life of the document on our system.
Among the entries recorded in the audit logs
are the name of the person accessing the file,
the time stamp of the request, any fax numbers
or e-mail addresses where the file would be
forwarded (if any), and the IP address of the
computer used.
-
Our security also encompasses the servers
themselves, which are safeguarded at the NAP
of the Americas, one of the most secured
hosting facilities in the world. IDS's servers
are protected by a series of access and
environmental controls that are explained here).
Q: Are you HIPAA compliant?
A: IDS takes HIPAA very seriously and has incorporated
numerous protocols to maintain compliance with the
Privacy and Security Provisions. In addition to the
security features listed above, we also do the following:
-
Every employee is required to attend a HIPAA seminar
outlining the Privacy Provisions and each person's
responsibilities to maintain compliance. Attendance
to this class is mandatory every year.
-
All e-mails sent from AbbaDox are secured. However,
since this can be difficult to achieve at times - the
Security Provisions mandate that both the sender and
receiver have secured connections - IDS has created a
way to facilitate the transfer of your reports to
referrers and referrals while still maintaining
compliance.
-
All electronic data is backed up every day, and each
server is mirrored by a redundant server located at
a separate facility.
-
IDS Transcription Services enters into a Business
Associates Agreement with all of our clients which,
as per HIPAA regulations, will legally allow us to
receive your patients' personal health information
(PHI).
Q: Can you interface to my practice management,
billing or EMR system?
A: Yes. We can establish an HL-7 interface with
these medical software systems to pass reports and
receive patient scheduling information to help
simplify your transcription workflow.
Q: How long do you keep my files?
A: We never destroy the original voice dictation
files; they're just too important. The voice files
are available online for six months, and then kept
offline for the length of your contract with us.
As for your transcribed reports, they are available
in AbbaDox for two years, unless you want to extend
that period.
