Sirius BPO Services Transcription Management Platform is a client server application developed using multi-tiered approach. The modularity and interoperability with other systems is achieved through service oriented architecture. The application was developed in a Microsoft .net environment with SQL as the backend database.

This platform has fulfilling features to monitor and handle the complete lifecycle of a physician dictation. Added to that the transcribed reports can also be stored in the archive and various operations are possible on these reports.

From a Transcription Vendor perspective, a small client module can be installed in every Clinic or physician practice. Using this application the Physicians or the Hospital support staff can upload their digital dictations. It is assumed that the Physicians use a Digital Recorder from Sony or Dictaphone or Panasonic or any other make. All that is required is, that recorder should be able to download its dictations into the connected PC. The upload process is a user-friendly operation that will not take more time to complete.

There will be a client-interface installed with the Transcription service provider also. The moment dictations are uploaded onto the server, the Transcription service provider will be able to see the dictations. He will be able to see from which Clinic it is uploaded, who is the Dictating physician, What is the Type of Dictation, Priority and so forth. The transcription service provider can now allocate these dictations to a specific group.

There is a hierarchy in the platform that many Transcription groups can be created under a Transcription Vendor and many Teams can be built under each group and many Transcriptionists and Editors can be built under each Team.

There is also a Rule or Configuration setting page where the Transcription service provider can set business rules like, If the Dictation comes from Clinic-A and from a Physician-1, it should get automatically allocated to Group-3 without the manual intervention of the transcription service provider.

The Transcription Group manager will be able to see the jobs allocated to his group from his own client interface. He will have to allocate this work between various Transcription Teams configured under him. Again he can use the Business Rule setting page to configure Rules as - If Job comes from Facility-B and Dictating Physician = C then Allocate jobs to Team-2.

Now the Team Leader will be able to see his Jobs and he will be allocating the dictations to various Transcriptionists and Editors configured under him. He can also avail use of the Business rule configuration page to conifure Auto-allotment of Dictations.

The Transcriptionists upon seeing the allocation has two choices of transcription methods. Choice one - They can simply download all the jobs allotted to them and use an external Word Processor like Microsoft word or Corel Word Perfect to do the transcription typing and paste back all the reports onto the system upon completion. This way the new transcriptionists inducted into transcription management platform need not change their usual way of working immediately. Choice-Two the Transcription management application itself has a built in Word processor and this application is preconfigured with all the Report Templates to be used by the Transcriptionist. Also this will have the repository of Patient Names, Patient IDs, Study information, Referring physician, Addresses and so forth. So the transcriptionist can choose the relevant details and the pre-configured Templates to easily fill it up with the information they listen from the dictation.

Once the transcriptionist is completed with her job, the job automatically shifts to the Editor assigned for that job. The Editor reviews the transcribed report online and does necessary corrections to the report. We recommend the Editor always use the Word Processor configured in the transcription management application itself as it saves a lot of time for the editors and the process is clearly streamlined within the application itself. Only the relevant dictations shall be downloaded by the Editor and listened to using any industry standard audio players.

Upon completion of the Editing work, the job leaves to the Team leader for any further corrections. Then when the Team Leader is done, it appears for the Group Manager and once the Group Manager approves, the transcribed report reaches the Partner. When the Partner finally verifies and approves, the transcript is made available for the dictating physician or their associate.

Whether or not the transcribed reports after being edited, should pass through the levels as Team Leader, Group manager and Partner is decided via a workflow configuration setting. Actually when the Transcriber or Editor saves a transcribed report, they are supposed to set a flag for every report like Normal-report, Poor-Audio, With-Blanks and Complete. So based on this flag the workflow configuration can go through a particular level or skip a level.

This Transciption management platform streamlines the complete process involved and in particularly helps Editors, Team Leaders, Group Managers and Partners to have a complete control on the overall process. Not to mention the Physicians would love to have a look at their report through our intuitive interface and electronically sign them with complete satisfaction.

And more over this application is packed with features for every physician practice to gain control over their transcriptions and do related production and Referral analysis. Letter module helps the clinics to send out reminder letters at ease by filling the addresses from the database. Annual audit reports on the numbers are a few clicks away compared to the conventional way of collaborating all reports and numbers.

This transcription management platform is equipped and compatible with HL7 standard protocol. This ensures seamless integration of existing practice management systems with our Transcription management platform to retrieve Patient demography, Study details, and Referring physician addresses and send out Transcribed reports to them if they have the capability to receive reports and store in them.
View Application screenshots of Medical Transcription Management Software

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