MEDICAL TRANSCRIPTION AUTOMATION SOLUTION

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Case Nature

Medical Transcription is still the primary mechanism for a physician to clearly communicate with other healthcare providers. Having a properly formatted, edited and reviewed medical transcription document is very important.

Our customer offers one of the largest and highly skilled team of transcription writers and proof readers with over 12 years of experience in nearly every medical specialty. They provide accurate transcripts within 24 business hours with a Short Turnaround Time (STAT) of 4-6 hours on request.

Field of Study

The entire process, right from downloading the Transcription audio files till uploading the reports transcribed was manual.

Functional Issues

Difficulties in coping with TATs for increasing work volumes due to manual processing

Delay in receiving audio files from File Transfer Protocol (FTP) since these files had to be downloaded manually

Errors in the Manual Transcription effected the Quality of work

Operators may have to sit idle while the files were downloaded, thus reducing productivity

Scalability from increasing the team size point of view

Inferences

A detailed analysis of the process pointed towards system integration with a 3rd party Voice to Text conversion application and services to automate different steps in the MT process flow.

Solutions

A configurable FTP download service was provided to automatically download batches from client FTP

To distribute the files for Voice to Text conversion on different work stations, an admin UI was provided to reduce the load

Voice to Text Conversion

A service was provided to run on each workstation to monitor the files allocated for the particular workstation

The service would pick-up the files one at a time and pass it to the software for conversion

The converted transcription was then added to a pre-defined word template and uploaded to Share Point portal for QA

The template would contain the report as well as link to the original audio file

Users would QA on the records assigned to them manually

A service to convert the reports in HL7 formats and upload the client FTP to the point of import in client's system

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Advantages

Improvement in efficiency of approximately 30-35% on each individual

DU processes average productivity

Approx. 8 mins./hour without automation

Approx. 11 mins. 25 secs./hour with automation

Increase in efficiency and productivity has resulted in reduced TATs without additional resources and cost

HL7 automation reduced pasting errors, saved time on manual process and improved quality of product

Around 50% improvement in audit process

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Solutions

With a stable four year experience of designing and customizing solutions on top of MS Dynamics XRM supported by a experienced technical set-up, Infinx is in a comfortable position to deliver the best of results.

The new system will enable the organization staff to view the prevailing status of active and scheduled programs at any point of time from a central repository using a modem web browser from any location where a high speed internet connection and computer is available

Implemented security model ensures that only relevant data is accessible to each program owner and respective authorities. This model can be configured as and when needed

System can suggest the applicable program for the candidate based on current qualification, past employment details and comparison of candidate aspirations with historical data of other candidates

On allocation of a particular program to a candidate, the system automatically generates a email to the candidate in the wait list

Creates and maintains waitlist for different programs

System generated performance evaluation of the program

Advantages

Waitlist is visible to every organization staff which helps making right decisions

Consolidation of physical data is avoided due to system generated reports

Trend Analysis for each program is obtained

Quick response to overall decision making process and closing the activity

Reduction of tedious paperwork improved the productivity and alertness of staff

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