PH: 888-472-9719  FAX:  801-937-2526   info@cmr-transcription.com
 
Frequently Asked Questions
FAQ"
 

CMR Transcription Services Inc.

P: 888-472-9719
F: 801-937-2526
info@cmr-transcription.com

General


Why does anyone need transcription services today?
Where is CMR Transcription Services located?
Does CMR Transcription Services accept weekend/overnight transcription orders?
Can CMR Transcription Services handle large projects?
How does CMR Transcription Services handle billing for projects?

Business Transcription:


How does the process work?
What format audio does CMR Transcription Services accept?
How do I know my information is secure?
How do I get my files back?
How fast can you get my transcribed files back to me?

Medical Transcription


Is the information secure and meet all regulatory requirements?
How is billing handled?
How long is the information available?
Are there start-up costs, contracts or hidden costs like technical support?

Translation:


What languages do you translate into?
What is the turn around time?

Interpretation:


What type of interpretation services do you offer?

If you have any questions that this FAQ doesn't answer, please contact us at 888-472-9719 or at info@cmr-transcription.com and we'll happily get you an answer--and we might even add the question to our FAQ!

 

 

General:

Why does anyone need transcription services today? << Back to top

In the worlds of business, law, medicine, or academia, there are many situations where you may need a written record of either formal or informal spoken English. Sometimes there is a legal need for an accurate record of a conversation--physician-patient records or corporate earnings calls, for example. On other occasions, transcriptions can serve useful archival purposes so people unable to be present at an event can read a record of what happened during a presentation at conferences, an interview, at a board meeting, or on a webcast. Doing your own transcription takes time – and that means money. You can pull staff off their normal duties to transcribe information for you (or even do it yourself), or you can choose to outsource the transcription to CMR Transcription Services. Your time is valuable; it makes business sense to keep your staff focused on their jobs and let the transcription professionals handle your transcription needs.

Where is CMR Transcription Services located? << Back to top

CMR Transcription Services operates out of offices in the Boston, MA, and Portland, OR, areas, so we have representatives and transcriptionists ready to help you throughout the US business day. (Of course we welcome foreign clients as well!)

Does CMR Transcription Services accept weekend/overnight transcription orders? << Back to top

CMR Transcription accepts orders through its automated online order system 24 hours a day, 7 days a week. However, all orders received outside of our standard US Eastern Standard Time business hours (8:00 am to 8:00 pm) should be considered as received at 8:00 am the next business day. We can accommodate special requests for weekend turn around with advance notice.

Can CMR Transcription Services handle large projects? << Back to top

Resoundingly yes. CMR Transcription Services has experience handling very high volume conferences, corporate retreats, and earnings conference calls. With advance notice, we can accommodate almost any project you have.

How does CMR Transcription Services handle billing for projects? << Back to top

For high volume projects CMR creates a payment schedule with the client prior to the launch of the project. Invoices generally are submitted on set volume or date schedule. For regular work, invoices are issued the 1st and 15th of the month. Payment is due Net 15 via ACH, EFT, wire, check, or PayPal.

Business Transcription:

How does the process work? << Back to top

Once we receive your audio files, we match them with a CMR transcriptionist with experience transcribing the type of audio and business field that matches your event. They transcribe your file into a MS Word or .txt document, which they return to CMR Transcription. A quality assurance editor then reads and reviews the document while listening to your audio to ensure the quality of the transcription. Once they finish, the files are returned to you in the format you requested in the guaranteed turnaround time.

What format audio does CMR Transcription Services accept? << Back to top

CMR Transcription Services accepts any digital audio file format as well as almost any physical recording. We accept mini-cassettes, regular cassettes, videotapes, CDs, and DVDs. We also accept .wav, .mp2, .mp3, .mp4, .wma, .aiff, .mov, .avi, and Quicktime files--just for starters. If you don't have the bandwidth to email the file, CMR can provide you with a password protected FTP site for you to upload the audio file. If you have any doubt about whether we can handle your file or not, contact a representative at sales@cmr-transcription.com.

How do I know my information is secure? << Back to top

All CMR transcriptionists, editors, and employees sign a confidentiality agreement to ensure that your information stays private. All handling and processing of medical transcription is performed in compliance with HIPAA regulations. All file transfers are made through secure password-protected FTP or through secure web portals. If you have additional security concerns, CMR Transcription is happy to arrange alternate means for secure file transfer.

How do I get my files back? << Back to top

CMR Transcription returns your files to you in the format you want and how you want them. We can easily return your transcriptions as Word 2003 documents, Word 2007 documents, Adobe PDF files, .txt files, .rtf files, or in hard copy. We can return your files by email, password-protected FTP site, or through standard mail, UPS, or FedEx delivery.

Please note that printing, shipping and handling charges will be added for physical delivery of files.

How fast can you get my transcribed files back to me? << Back to top

You choose the turnaround time you need for your files, so you never pay for rush services that you don't need. Our standard service has your files back to you within 48 hours. If your need isn't urgent, CMR offers three business days and one week turnaround as economy rates. If you need your files back sooner, CMR offers one business day (24 hours) turn around for any project.

If you need your files back even faster, CMR can accommodate your needs. We provide six hour turnaround, but to arrange this turnaround time, we need to make sure your project is scheduled in advance (24 hours).

Medical Transcription

Is the information secure and meet all regulatory requirements? << Back to top

Encryption and password protection:

1. All Web traffic is sent over a 128-bit encrypted SSL channel.

2. All dictations and documents are stored in an encrypted form in the database. A 256-bit AES (Rijndael) encryption scheme is used to accomplish this. The same scheme is also approved for securing TOP SECRET US Government data by the NSA (PDF).

3. All passwords are stored using a one way hash and a random salt value. When users authenticate themselves on the web portal, the passwords entered are hashed as well and only hashes are compared, thus increasing user password security.

Audit Trails:

CMR Transcription and WebChartMD attach two different audit trails to every document:

Document History Audit Trail:

We capture and store all versions of documents edited via the online portal in a Document History audit trail. This insures a complete and transparent record of any edits made to patient records, including the time and date of edit, and the author of the edits.

Comprehensive Audit Trail:

All document and dictation access is captured in a comprehensive audit trail, with every action taken against the document or dictation being made available to view via the web portal. Each action is also marked with a date/time stamp, the type of action, and the username of the person who performed the action.

How is billing handled? << Back to top

Medical transcription is based on a sliding scale 65 character line count system. Invoices are issued on the first of the month for the month prior and payment is requested Net 15 via ACH, EFT, wire, check, or PayPal.

The sliding scale system allows your office to reap the reward of a high volume month. For example, if your office normally dictates approximately 35,000 lines a month, but has a busy month and dictates 45,000 lines, you receive the next tier pricing structure for that month. We don’t “lock” you into one rate.

How long is the information available? << Back to top

The information is available via CMR as long as you are a client of CMR Transcription Services and can access the online portal. Of course, you’re data can be downloaded and pushed through to your EMR/EHR systems too.

Are there start-up costs, contracts or hidden costs like technical support? << Back to top
  • No start-up or set-up fees
  • No long term agreements
  • No service or maintenance contracts
  • All installation and training costs included
  • All ongoing tech support included
  • All software upgrades included

What languages do you translate into? << Back to top

CMR Translation services can translate from English into over 100 languages. Some of the most common languages are:
  • Spanish (Spain)
  • Spanish (LatAm)
  • Portuguese (Brazil)
  • Portuguese (Iberian)
  • Russian
  • Mandarin
  • Italian
  • Turkish
  • Polish
  • French
  • French Canadian
  • German
  • Korean
  • Japanese

What is the turn around time?  << Back to top

The standard turn around time for translation of an English document into another language is approximately 5 business days for 10,000 distinct words. This is approximately 1 hour of audio.

What type of interpretation services do you offer? << Back to top

At this time we offer consecutive interpretation services over the phone in just about any language 24 hours a day, 7 days a week.