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Is it safe to work on the
Internet?
"It is permissible to use the
Internet for transmission of HCFA Privacy Act-protected and/or other sensitive
HCFA information, as long as an acceptable method of encryption is utilized to
provide for confidentiality and integrity of this data, and that
authentication or identification procedures are employed to assure that
both the sender and recipient of the data are known to each other and
are authorized to receive and decrypt such information." -- HCFA Internet
Security Policy
Scribernet has put in
place:
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HIPAA security
compliance
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Internet security
protocols
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Scribernet internal
security
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Is your secure
transfer compliant with HIPAA and HCFA?
Transmission is mainly through FTP using a high speed internet
connection. All transactions are
encrypted. Encryption is a set of rules followed by computers connected to the
Internet. These rules include:
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Encryption, which guards against eavesdropping.
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Data
integrity, which assures that your communications aren't tampered with during
transmission
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Authentication, which verifies that the party actually receiving your
communication, is who it claims to be
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Above
safeguards, as enacted by Scribernet are HIPAA compliant. And that
implies that you will be HIPAA complia
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Why don't you use e-mail to
transfer files?
The e-mail
is too insecure a way to communicate and is not a reliable delivery mechanism.
Also there are size limitations to attachments - depending on which ISP you are
working with. For greater security, all our file transfer uses encrypted
FTP. That is the delivery mechanism is in an encrypted envelope that only
the intended recipient can open. This ensures the privacy and authenticity of
your communications.
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Do you use voice recognition software?
No. Voice recognition, even with extensive data
base training, is only about 80% accurate and for medical transcription
it gets worse. Your files are typed
by competent, qualified transcriptionists who have access to qualified Doctors
to assist with any queries they may have about difficult words or phrases. If there is any word that is simply not
clear, it is highlighted in your text, for easy recognition and
correction.
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How do I send my files to
Scribernet?
As soon as
you hit the "upload" button the voice (audio) files upload in the
background to the Webscriber web system. You just continue working
as usual on your pc. If you were doing a serious quantity of
transcription we would strongly recommend the use of cable or DSL connectivity
at your end - as the audio files tend to be large (even though it is compressed
before
transmission).
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Why is digital dictation better than analog (tape)
recording?
Analogue audio tapes can be lost, misplaced, chewed or broken. From a
management perspective, they are hard to identify and it is impossible to
estimate the total number of files or audio duration. Digital audio files are easy to identify, the
audio duration is known for every file and they are not easily lost or
misplaced.. Additionally, they can be instantly sent across a network or
e-mailed around the
world.
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Can I
start using a digital dictation machine for my dictations?
We can
supply you with a digital voice recorder for a small rental fee/month, or
we can recommend you several makes that you can buy on your own. A
solution will be tailored for you - as a part of the service.
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Is there clear visibility on the number and size of files in
the digital recorder directory?
YES - You can easily
see every file within each directory, its position, size (HH:MM:SS) and current
status.
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How do I transfer files from my portable digital
recorder to be transcribed?
The Olympus Digital
Voice Recorders comes bundled with software (which needs to be installed on your
PC) , which enables you to download your audio files to your PC. Once they have
been downloaded, the are automatically encrypted, compressed and uploaded
to the Scribernet website by hitting the upload
button.
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What do I need for Hardware and Software, at my
end?
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A
handheld digital recorder that can record dictation in the "WAV" format, which
is the Windows standard for audio. Other options include the Olympus DS-2000
and DS-3000 which provide good functionality and quality. But both of these
portable digital recorders use a proprietary audio format call DSS (Digital
Speech Standard).
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A regular
phone. We provide the local or the 800 number and then you just follow the
voice prompts, after providing your User ID and password. At the end of the
dictation you listen can to it again or go on to another dictation or hang
up.
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Hardware:333mHz processor Intel/AMD; 128MB RAM; SVGA (800X600) video
adapter; CD-ROM or DVD drive; USB port.
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Windows
98, NT, 2000 or XP
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Additional Requirements: A sound card and speakers/headset are required
for voice file playback on the PC.
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Minimum
of 230 MB hard disk space
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Internet
connection (dial-up, preferably ISDN, DSL, Cable or T1 )
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If your
PC is in a corporate environment that uses Firewalls or Proxy Servers, we
require that the standard FTP port 21 be opened to the
server.
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What is the setup process?
At the outset, we install the Java run
time environment (8 mb program) and a small Java script, called the
SNManager, which encrypts, compresses, uploads, download s and decrypts
all transmissions. It is also the User interface.If you
are just
starting to use a digital hand held recorder, the bundled software that comes
from the digital recorder manufacturer needs to be installed. The setup process is very simple and does not
take any more than half an
hour.
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Do I have to
fill in the gaps in my transcribed document?
Sometimes
certain words or phrases in the voice file may be un-intelligible. In this case
the Medical Transcriber may be unable to type them in. They will be left blank.
In these cases only, we request you to fill them in. This will be a much
faster way of doing things, in certain cases. In case of mistakes or
misinterpretations, you can send them back and they will be corrected on a
priority basis (within 4 hours) and sent back to you.
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How do you guarantee 99% accuracy?
Our typists
have access to medically qualified professionals to help them with any difficult
words or terminologies. The typists use medical and general spellcheckers that
are country specific, including drug data bases. The process includes two
Quality Assurance checks, where the audio is played back and the text is proof
read by a physician before it is released back to you. We do need
your audio to be recorded in audible
and coherent sound though.
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How long do you store my
files?
Text
documents are kept in the Electronic Patient Records (EPR) on a secure server
for as long as you want them to. It is designed to function as a backup patient
record system and one that you can access from a remote location using only an
internet enabled PC, a password and ID. They can be searched by patient, by
date, by doctor and so on. We can design specific patient reports for you, as
well.
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Can I have my text put on
to my own letterhead?
Yes, just
send us your template. We will type the document in word format on your
letterhead - electronically. All you have to do is print it out at your location
which saves on postal time/expense.
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Can I customize my
documents?
Yes! There is no
charge on the templates you send us. We can insert your macros. that you may
give.
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Is your EPR (Electronic Patient Records) a part
of the service?
It is. This
is essentially done to alleviate problems in quick lookup of patient records
from remote locations, act as a useful backup system and is designed to make you
HIPAA compliant. This is because the EPR is housed in a secure website where all
transactions are encrypted.
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