Medical transcription is the undertaking of documenting the patient-physician meeting in depth. Patient records are a critical component of healthcare. Patient transcripts play a crucial function in the following:
- Record of symptoms, diagnoses and treatment
- Record of pre-existing health conditions
- Details of Allergies and current medication
- Developments of treatment
- Foundation for referrals
- Statutory specification
- Proof in case of legal action
- Foundation for coding and billing
Contracting out medical transcription has been found to be one of the most competent, effectual and cost-effective means for making patient reports. Time and again accent has been placed on the magnitude of ensuring confidentiality of confidential patient details. And the outsourced medical transcription vendor has an enormous role in safeguarding patient information, as medical transcription is the process of making these reports. The exercise of online transcription also involves transmission of this information back and forth during the transcription process this adds to the requirement for rigorous security precautions.
HIPAA (Health Insurance Portability and Accountability Act) was initiated to protect secure patient information. In the recent past HITECH has come into force and has expanded the worries of HIPAA and improved the authority of HIPAA to put into effect precautions and parameters for shielding of confidential patient data.
Why is HIPAA compliance of secure patient information, and crucial part of healthcare transcription?
The origin of safeguarding patient details occurs from the sacred patient-healthcare professional connection. A patient-physician relationship is central to the practice of medicine and is fundamental for the facilitating of excellent health management. The standard of patient-healthcare professional association is important to both parties. The better the association in terms of mutual respect, knowledge, trust, shared values and viewpoint about diseases & life, the better the amount of details, making better accuracy of diagnosis and caliber of care.
In fact the HIPAA compliance of the information concerning the patient as given to the physician/healthcare practice is one of the components of the basis for the medical code of ethics
As online transcription is an important conduit in the sequence for providing superb medical care, it is crucial that the medical transcription company realizes and accepts the need for confidentiality and has provisions in place to make sure of confidentiality. Confidentiality of patient records is not only mandatory by law, but also the moral responsibility of the medical transcription company.
What are measures to be taken by the online transcription service provider to protect private patient details?
The process of contracting out medical transcription to a medical transcription vendor would involve:
- Transferring audio records (narration of patient-physician encounter) to the server
- Relaying of dictation files
- Retrieving the audio files
- Transcribing the audio files
- Conveyance of the finished transcripts
- Downloading the transcribed records by the health facility.
Considering the process engaged in confidentiality of data is applicable at all stages:
When information is at rest: This would be security of data when it is collected prior to transmission to the online transcription service provider and when the completed transcripts are collected before delivering back to the healthcare practice.
When data is in motion: This would include safekeeping of patient details during transferring audio files, conveyance of audio records, downloading audio records and conveyance of finished reports
When information is in use: This would concern security of patient details when the dictation files are being transcribed.
When patient details are disposed: This would concern safely disposing of defunct files in such a way to make sure that they are completely destroyed and cannot be accessed by unauthorized entities.
TransDyne, a leader in the contracting out medical transcription industry comprehends the necessity for maintaining HIPAA compliance of patient data and has provisions in place to make certain of HIPAA / HITECH compliance.
How does TransDyne ensure HIPAA/HITECH compliance?
Employing of the correct software and tools: The use of 128-bit data encryption, multi-tiered application architecture, design level confidentiality safeguards, firewall protected networks, sterilized e-mail servers, denial of access procedures and multi-modal alerts safeguards information when it is at rest and when data is in motion.
Employing of practices: Utilization of processes like company owned & managed facilities, not engaging any sub-contractors, employing manned HIPAA compliance at the entry/exit points, round-the-clock video surveillance and the lack of removable storage media protect the data in use. The other provisions taken for making certain of security of patient details in use are limiting the access to the application by User ID and an encrypted password. Access to files is limited based on the user's part. Once a user is logged in, if no activity is performed for certain time, the user is automatically logged out of the system. This makes certain that there is complete HIPAA compliance of patient details when it is in use.
Educating people: Educating people on the magnitude and process s for HIPAA/HITECH compliance gives them a professional outlook. Having them give a commitment in writing further make sure of HIPAA/HITECH compliance. This safeguard s the patient details in all stages.
TransDyne believes in keeping up HIPAA compliance parameters that not only fulfill HIPAA/HITECH parameters, but also exceed them. TransDyne also provides healthcare transcription services with quality levels of above 99%, promised turnaround time of 24 hours with an choice of 4-12 hour turnaround time for STAT reports at a very reasonable price, utilizing software and tools that offers various plus points while still being easy to operate!
To avail confidential online transcription services from TransDyne, click here.
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