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Key Questions-Answers-Checklist

Best Transcription


When you think of the best transcription services, what comes to mind? There are many subpar vendors out there, which is why many companies are now demanding higher quality. Outsourcing and software services simply don’t meet the cut in a world where insurance, legal, and business standards are scrutinized by regulatory bodies and the public more and more.

So how can you establish exactly what the “best transcription” services really are? Metrics. Your chosen vendor should have to prove that they provide the best transcription quality by pulling the right stats for you on demand. If they seem opposed to the idea or take an inordinate amount of time to get the numbers to you, you’re better off looking elsewhere.

At the end of the day, the best transcription results arise from a well-trained team of transcription experts and the proper measurement and administration required to manage them. If you’re not getting the complete, and therefore best, transcription package, you’re likely decreasing your potential ROI.

Transcription Express specializes in some of the industry’s best transcription services that are guaranteed to meet and exceed your organization’s standards. We encourage you to sign up for our free transcription checklist above or give us a call today!

About Transcription Express

Established in 1995, Transcription Express, Inc. has grown from a five-person operation to one of the largest digital transcription companies in the United States.  We attribute our success to our unwavering commitment to excellence and top-notch customer service. With 140 transcriptionists and support personnel, we definitively guarantee our transcription service turnaround times!

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business transcription, insurance transcription, purchasing transcription services, transcription services company, verbatim style transcriptionTranscription Rates - Things to Consider:

There are many things to consider when you are negotiating for the best transcription rates.  If you believe you will need the services of a transcription vendor on a regular basis, it’s best to find one you can have an ongoing relationship to improve your ability to get the best transcription rates.  This not only provides continuity and familiarity for both parties, but it also gives you better negotiating power when trying to get a fair and reasonable price.  Overall, you will find that most transcription vendors value long-term relationships with actual clients versus those with one-time projects. Many factors are involved when a transcription company sets their transcription rates.  Some of these factors include how quickly you need your transcript, the length of the audio, the quality of the audio, the style of transcription (i.e., verbatim, legal), the language/dialect, the number of speakers, what type of document layout you would like, and whether or not the pricing is done per page of transcript or per minute of audio.  Transcription rates reflect all or part of each of these categories typically.

Customer Tips for getting the best transcription rates:

Here are some more tips to help you understand more about the factors involved when pricing transcription rates: Timing:  One of the things you can do to minimize the cost of your transcription is to plan ahead.  Sometimes those last minute needs cannot be avoided; however, when you can, give your vendor as much lead time as possible.  Transcription companies may charge additional fees for “rush” projects, so planning ahead can help potentially save you a significant amount of money. Audio length The length of your audio is also a factor when determining transcription rates.  For non-medical transcription, most transcription companies charge either by the audio minute or by the page.  One of the factors that greatly impacts this portion of the price is the format of your document.  Less white space on a page as you might have with a single speaker may increase your per page cost.  However, if you request a format with larger margins, bigger font, less lines per page, this will also affect the overall transcription rates to your benefit from a price and readability standpoint. Audio Quality Be sure your recording is the best it can be.  This is helpful, not only to the transcriptionist, but most importantly, in achieving the best possible quality transcript.  Even a very skilled transcriptionist can only be as accurate as the recording, and if your recording has areas that are muffled, static, volume changes, etc., the finished product will reflect this.  If you require the areas that are inaudible to be noted as such with a time stamp, some vendors charge extra for this service. Verbatim Transcription?  Legal Style Transcription?  The style of transcription you’re requiring is also a factor when determining transcription rates.  Are you looking for verbatim style transcription (every word and sound typed exactly as spoken) or legal style (grammar and sentence structure edited for a professional look and sound)?  These transcription styles vary greatly, and the transcription company may have different transcription rates for each of these. Translation If you require your audio to be translated into a language other than English, this will very likely increase your cost, sometimes substantially, depending on the language and what type of translation you need. Number of Speakers & Speaker Designation:  Plan on paying a little bit more for your transcription if you have several speakers and if you are also requiring each speaker to be designated throughout the transcript.  If you do have multiple speakers, providing the spellings of all individuals involved is extremely helpful, especially if you are requesting speaker designation throughout your transcript. Editing & Formatting:  Transcription rates may have additional costs added on if you’re requiring a certain style of formatting for your transcription.  When possible, stick to a basic format but be sure and get what you need. As mentioned above, the editing process is a much smoother and quicker process when it’s done with a clean, clear audio.  Many transcription companies will assess a fee for audios that are difficult to transcribe from, which goes back to my earlier comment on the importance of procuring the best sound audio quality as possible. Per Page or Per Minute?  Depending on how much talking there is on your audio, paying by the page may be best versus paying by the minute.  If your recording has a lot of “dead space” in it, your transcription vendor may charge you by the audio minute.  This is done not to nickel and dime you, but to make it fair for everyone.  When you have an audio that is 90 minutes in length but 70 minutes of that is “dead air,” that’s an enormous amount of time for someone to sit and listen and for you to end up being charged as a result.

TRANSCRIPTION RATES, Words of Wisdom:

Do your research.  Contact a few different vendors to get a quote.  Ask if the price they’re quoting you is the best they can offer.  Keep in mind that transcription can be a labor-intensive task, and asking for a big price reduction on a rush job probably shouldn’t be a part of your negotiating strategy.  Knowing what your requirements are before you commit yourself to a transcription provider and making sure they have your best interests in mind will help you in your search for a transcription service. There are so many transcription companies available out there, and they all have their own promises and guarantees.  It's hard to know which one really knows their craft.  Transcription Express, Inc. has been in business for over 17 years and has clients that have been with them for that period of time.  This doesn’t happen without satisfied, happy clients.  We handle each and every project as though it were our own personal project, and we price each and every transcript at a fair and very reasonable price.  Our motto is: “We do what we say we’re going to do, each and every time,” and we believe our track record proves this. Give us a call today and let us work with you on whatever your transcription needs might be.  We would be happy to provide you with our transcription rates for your individual project or need.  You never know, it just may be the beginning of a mutually satisfying, long-term relationship.

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“Risk Management” & “Claims Management Best Practices”

The magic of insurance is in the reality of management of risk or “risk management.”  The insurance industry, more than almost any sector of business is keenly aware of the concept of “Risk Management,” or the equitable transfer of someone else’s risk to the insurance company!  Check any insurance sales presentation or claims management “state of the state” address, and what is the underlying message you hear being talked about, other than hedging one's risk against an eventuality or unanticipated event in one's life or business.  Not only does the insurance company sell risk management, but they also have to be better able to appraise and control their own risks.   As a part of risk management, insurance companies not only determine the probability of a risk occurring via actuarial factors, but they also determine the sales, underwriting and claims processing risks, etc.  As a transcription services company, we are exposed to the claims management side of the equation and represent risk.  “Best Practices” vary from company to company as it relates to hiring a transcription services company but are put into place to minimize exposure or risk.  If best practices processes or processing are not followed or are poorly designed, potential financial risks to the insurance company go up.  Inaccurate recorded interview transcripts lead to inaccurate conclusions.  Having to give vendors long lead times leads to the risk of wasting money on transcription that end up not being needed and yet paid for.  I’m not saying anything new here (except possibly the view on turnaround times) and am preaching to the choir. Have we lost our mind speaking of this? Why would a transcription services company be writing a blog about the risk management and best practices of their vendors or potential vendors?  Can’t this only make it hard for the vendor?  For the last 17 years, we’ve had the opportunity to work with various insurance companies and in fact, we are one of the largest providers of insurance transcription in the country.  Although we are on the outside looking in as an outsourced insurance transcription company vendor, we have seen many things throughout the years and also see the vendor tricks and spin that keep companies from getting the true understanding of how they, the vendor, operate their businesses.  Do their operational process and sales spin create increased risk?  You bet they can, especially if left unchecked by the carrier.  Let me give you a non-insurance carrier example that you will recognize, I suspect. Catch me if you can! I recently attended a presentation by Frank Abagnale, the great con artist that the movie “Catch Me If You Can” starring Leo DiCaprio was written about.  Frank was captivating (of course) and had turned to doing the responsible thing rather than the lying and deceit.  Although he was never actually a medical doctor, an airline pilot, executive, etc., he did have the ability to move in those worlds and appear very real to those hiring him or allowing him to be in their presence.  I’ve often heard that the things in life that have the greatest effects on us are the books we read and the people we are exposed to and unfortunately, many got to meet Frank Abagnale, one of the biggest con artists of our time.  Those companies that Frank involved himself in were truly affected, and their risk definitely went way up when he was around.  Again, Frank Abagnale has now turned his efforts to helping companies and the FBI minimize risk and fraud rather than perpetrating it. Quotes from Frank Abagnale:
  • "If my forgeries looked as bad as the CBS documents, it would have been 'Catch Me In Two Days'."   (when asked of his opinion of the Killian memos)
  • “What I did in my youth is hundreds of times easier today.  Technology breeds crime.”   (Frank Abagnale on how easy it is with modern technology to commit fraud)
Why would I be talking about Frank Abagnale?  He’s the perfect example of the unintended risk, “risk management” that outsourcing to transcription vendors can represent if “best practices” are weak, ignored, or relationships are based too much on the sales process and not enough on the verification of sales representations.  You may say, we’ve been working with this company for years, and the status quo has proved out but that may not be enough (although that can say a lot). Frank had a keen eye for cracks in risk management, best practices and the status quo!  He couldn’t help but develop that eye with how he viewed the world and his lack of ethics, morals and values.  Anyone who is exposed to something day in and day out for years, sees many things as a result. After 17 years, we too have seen cracks in risk management, best practices and status quo in our company as well as the companies we serve.  We’ve seen companies who approach the importance and quality of the recorded interview or recorded statement as extremely critical to their risk management strategy due to importance of capturing information before the attorneys, neighbors, family and friends enter the legal picture.  We’ve seen companies who know that in addition to transcription quality, there are a number of other areas that are critical for data safety.  Ask some of the top companies who have ended up on the television program 20/20.  We’ve seen companies where the risk management tide flows from one end of the spectrum to the other on a year-to-year basis.  Yester-year, it was risk management in the area of quality, this year in the area of data security and three years ago, price was all that mattered with little or no risk management or best practices applied.  It appears that some companies treat the quality and turnaround times of recorded interviews like they are not terribly relevant to their risk management.  We tend to be a great fit for those companies that place the importance of risk management of the outsourced recorded interviews high. The hiring, vetting and retaining of the transcription services companies can be seen throughout the hiring and/or relationship process.  We’ve also seen companies who, although I’m sure they understand the importance, may not have clear and concise best practices of hiring transcription services companies. In fact, we are seeing some organizations looking at the transcription procurement process and service level objectives that accomplish the task of manage risk as well as control costs.  Today’s organizations can actually reduce claim costs by maximizing or developing stronger claims management risk strategies and best practices through service level agreements that are very effective and underutilized. Feel free to reach out and get more answers to the ways we reduce risk, costs, and the way the relationship is built with the transcription vendor. I’m Terry Hurst and you can reach me toll-free at 1-800-371-4315 or at TerryH@TranscriptionExpress.com

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business transcription, corporate transcription, legal transcription, transcription, Transcription Express, transcription service, transcription services companyOkay, so you need a transcription services company that delivers the best transcription.  How do you know which one is the right one?  You’ve never needed a business transcription services company before, you don’t know of anyone who has used a transcription services company and their advertisements are everywhere on the internet!  They make all sorts of promises and guarantees.  Some of them even actually require a membership.  But how do you know which one is the right one for you?  We’ve all been there, and we’ve all found what we thought was the “great find” only to realize we should have researched a little more.  Well, when it comes to transcription service providers, Transcription Express IS the best choice.  Read on to find out why and how we’re different from the others that you’ve read about. Proudly, Transcription Express Inc. has been in business since 1995 and has transcribed over 12 million pages.  We do tremendous amounts of verbatim transcription and/or interview transcription, but have experience in many areas, including corporate transcription and legal transcription.  How much better can it get?  Well, we believe it can get a lot better, and we work long and hard every day to make sure we continue to surpass all the other transcription services companies out there.  Serving companies across the country has given us the opportunity to experience various language nuances that other transcription services companies do not encounter.  

When you’re searching for a reputable transcription services company, be sure to consider the following:

Let’s start off with customer service.  If it weren’t for our excellent customer service track record, we would be just one of those other companies that you’ve found on the web. Customer Service:  Customer service at Transcription Express, Inc. is worth its weight in gold and as I’m sure you’ve experienced with other service providing companies, unfortunately, this isn’t the case.  Customer service is our #1 priority!  Our mantra at Transcription Express is we do what we say we’re going to do, each and every time!  No exceptions! Turnaround Time:  Have a rush job?  Need it tomorrow?  No problem!  We are able to return completed transcripts in as little as a couple hours or as long as five days, just depending on your needs and the size of the project or job.  We pride ourselves on being responsive and flexible to our customers' needs. business transcription, corporate transcription, legal transcription, transcription, Transcription Express, transcription service, transcription services companyLocation:  Transcription Express, Inc., located in Gilbert, Arizona, has been in business for over 17 years and counting.  Not only do we have extensive experience in various fields of transcription, but we’re also located in an area of the country that experiences virtually no catastrophic events, i.e., tornadoes, earthquakes, etc., which means we can meet each and every deadline for our clients. business transcription, corporate transcription, legal transcription, transcription, Transcription Express, transcription service, transcription services companyTraining:  What?  You actually train your transcriptionists?  Yes, we do!  To ensure ongoing and consistent document quality, each transcriptionist must complete our on-site training program before completing transcripts for any clients.  This in-depth and hands-on training ensures the quality of their overall transcription skills and in-depth knowledge about each client they will be servicing. Each transcriptionist receives regular 100% reviews of their transcripts to make sure they are maintaining our high quality standards.  Additionally, as an ongoing learning tool we provide beyond the initial training period, we have an in-house team of employees that mentor and guide each transcriptionist.  This team helps them with any questions or situations that may arise from transcript to transcript. business transcription, corporate transcription, legal transcription, transcription, Transcription Express, transcription service, transcription services companyQuality Control:  Our document quality review program is an important part of our success.  Our Quality Control department is larger than most of our competitors' entire company.  We use two very distinct methods to determine quality and would really like to share those with you.  Company wide, our word accuracy score consistently averages above 99%!  While this is only one of our many teaching tools, it also creates confidence among our clients because they know they will consistently receive quality documents, each and every time! business transcription, corporate transcription, legal transcription, transcription, Transcription Express, transcription service, transcription services companyPricing:  The US economy the last couple years has brought every business owner different struggles and obstacles to overcome.  At TEI, we don’t think of these as negatives, but rather, incentives to improve the way we operate our transcription services company.  One of the challenges for any business is competitive pricing.  We are competitively priced, while at the same time, confident that we provide the highest quality documents possible. business transcription, corporate transcription, legal transcription, transcription, Transcription Express, transcription service, transcription services companyTurnaround Time:  Fast and consistent turnaround times on clients' documents is one of the keys to keeping happy customers.  Our state-of-the-art digital technology helps us process incoming and outgoing documents quickly and efficiently so we can meet your completion timetable. business transcription, corporate transcription, legal transcription, transcription, Transcription Express, transcription service, transcription services companyTechnology and Security:   Transcription Express has invested heavily in keeping our technology up-to-date.  While dictation and transcription services technology is changing and improving, we intend to stay in the forefront, so we can meet or exceed your expectations, each and every time!  Additionally, to ensure the safety of any sensitive data contained in your transcripts, all our data is stored in an off-site data storage center with the highest security standards. In addition, a background check is conducted on each and every transcriptionist we hire to ensure that they are on the up and up.

Outsourcing Transcription Services:

A great deal of transcription has been outsourced overseas, and a great deal has now returned to the United States.  Transcription Express, Inc. is proud to say that we keep all our work and jobs here at home in the United States. Transcription Express, Inc. is a one-of-a-kind transcription services company that measures their clients' retention by decades, not years.  Sure, you’ll find other transcription services companies out there, but you won’t find one that offers all that we offer.  Our quality work, secure processes, and flexibility not only provides an unmatched level of service, but it does so while meeting your highest expectations. So what are you waiting for?  Give us a call and let us impress YOU!  Our contact information is: Toll-free Sales Number:  1-800-371-4315 Or email us at Sales@TranscriptionExpress.com

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Forensic science is the analysis of information gathered from the past that can provide definitive evidence involving various types of disputes. It is used in court cases that can span many industries, particularly law enforcement. This evidence can be documented by transcriptions of recordings from various media formats. The following examples reflect how transcription services […]

The post 5 Ways of Using Transcription Services in Forensic Science appeared first on GMR Transcription Blog.

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The post The Importance of Transcription Services for Private Detectives appeared first on GMR Transcription Blog.

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The post How Academic Transcription Makes Business Sense for Your Institute appeared first on GMR Transcription Blog.

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Many of our clients work in an office setting. Whether it’s super corporate or crazy casual, the same temptations exist everywhere. It’s the donuts in the kitchen, the cheese puffs in the vending machine, or the huge cake celebrating a co-worker’s birthday. (That’s the third one this month!) Snacks are really hard to turn down, […]

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This post is part of our CEO’s Corner series. My brother recently had some grad school interviews (he got in!) and, following his interviews, we discussed how to write a great thank you letter for an interview.  Here are the tips we came up with in that conversation — tips that I wish the people I interview […]

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