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Errors To Avoid During Medical Dictation Process!

July 31, 2019

If you are a health care service provider or a health care practitioner, you would know that health care documentation is a top critical process of the health care industry that requires experienced and skilled professionals to document each and every detail with the utmost precision!

Health care documentation in the medical transcription industry includes all the patient health information (PHI) and medical data that require experienced and skilled professionals to accurately document details! But how does this data impact the health care industry? Well, either the process of health care documentation has a direct impact on either the revenue cycle management of the practice or the wellness of the patient, both very critical aspects!

Any error in clinical documentation cannot only compromise the ongoing patient care but it can also influence the future treatments as well which is why it is absolutely essential that there are no errors in the process of medical transcription as well as medical dictation. We have all-ready covered how you can prevent errors in the medical transcription process over here and now lets’ get into how you can avoid and minimize errors through medical dictation!

Below is a set of guidelines to ensure that the errors through the medical dictation process are minimized to ensure smooth workflow of operations:

Always Speak clearly and Record in silence: A clear audio is equal to clarity in information provide to the transcriber to yield an error free transcribed report! If you are a health care practitioner, you know by now that the implementation of these steps is key in developing an error free transcribed report. These factors ensure that there is no hindrance in the medical dictation process! Here are some of the ways you can do so:

1) Ensure that every speaker in the audio speaks clearly and slowly. It is one of the ways to ensure that the audio quality is discernible and of the highest quality!

2) If there are various speakers, only 1 person should talk at a time to avoid any overlapping of speeches.

3) When recording among various speakers, you could center the device so that so that every speaker is clearly recorded in the audio.

4) Try to record in a silent room – you should ensure that the surroundings are quiet and the backgrounds aren’t noisy!

5) Ensure that there are no echoes while you are recording – This is another key factor that can greatly disturb your medical dictation audios! It is essential that you set up a recording room where there are no echoes while you speak.

Turning off digital devices that can cause interference with the medical dictation process: Very often, digital devices cause interference with the medical dictation process so in order to ensure that the process minimizes errors, it must be ensured that all digital devices such as TV, radio or smartphones are turned off while conducting medical dictation. The primary reason for this is that digital devices often emit signals that interfere with the microphones thus, to ensure that the quality of the recorded audio is optimally high, it is suggested that you turn off any digital device in the vicinity!

Complex Terms should be explained clearly: The medical transcription process often requires the transcriptionist to be well versed with medical terminologies so that the transcribed reports are error free but it is also essential that the recorded audio in the medical dictation process enlists all the details in a lucid manner! This is particularly because there are various complex terminologies that are involved in the medical transcription process. For instance: surgical procedures, medical terminologies, drug names, etc. These complex terms if explained clearly can reduce all types of confusion for the medical transcriptionists leaving no room for errors. One of the ways you can simplify the complex terms in your medical dictation is by always providing context when discussing something complex. Another way to reduce errors is to spell out each terminology that may be complex. These practices can help the medical transcriptionist a great deal – They are simply no longer simply guessing the terminologies and in this way, there is no room for error!

Provide detailed description whenever and wherever necessary: Another way to ensure that the final transcribed report is error free is by always providing a detailed description so that there is no room for error! The more information you provide in the medical dictation, the lesser are the chances of erroneous data reporting. Detailed descriptions provide supplementary information to the transcriptionist. These details may include enlisting dosage units for a particular drug e.g. milligrams or micrograms to enlisting patients demographics details. When you as a health care practitioner provide detailed description whenever and wherever necessary, you are enabling the transcriptionist to develop an error free report!


Employ high quality recording devices: Many a times, a cheap microphone or a low quality recording device may be responsible for creating disturbances in the medical dictation process Thus, in order to avoid errors, it is advised to invest in high quality recording devices.
Although medical transcriptionists today, are trained and skilled to develop error free reports, these are some of the ways, you can avoid errors through the medical dictation process! The audio generated during the medical dictation process will only further the accuracy level of the transcribed report such that there is no room for error!

By: Anna williams Category: blog

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