IDS Transcription Services
Frequently Asked Questions
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).
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.