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Tips for Hiring a Transcript Services Provider

Leading factors to consider before hiring a transcription service provider

Determine their level of expertise in your field.
Finding out how experienced a transcription firm is in your field is one of the most critical tasks to take before selecting one. Many vendors specialize in a single industry. Also, find out who some of their previous and current clients are.

Inquire about the company’s data security policies.
Personal or confidential information is not included in the audio information being transcribed to text in several sectors. Many companies that require transcription, on the other hand, have sensitive material in their recordings, such as social security numbers, medical records, financial information, and so on. This is particularly applicable in the insurance sector, where recorded statements contain a great deal of sensitive and individually identifying information (PII). If your company falls into this category, it’s critical that you engage with a reputable transcription company that prioritizes data protection and has documented, vetted security policies and technologies.

These days’ hackers are astute. They know which organizations to target in order to obtain the information they require for identity theft, and they can quickly identify flaws in company systems. From the time the audio recordings arrive until you receive the final transcript and beyond, any recorded statement transcription business you work with should use the most up-to-date tools available to keep your client’s personal information safe. They should also monitor their systems on a regular basis and respond to developments in information security technologies as they occur.

Inquire about turnaround time and scheduling options.
When picking a transcribing company, you should also inquire about their turnaround time. Is there a time limit on how long a file must be transcribed before it can be returned, or is the timeline flexible? Any company that leaves the timetable open should be avoided because it may indicate delays in your project, which could be a deal-breaker for you.

You’ll also want to discover if they provide any form of expedited service. Working with a company that provides this type of service can be critical in times when an unforeseen event occurs, leaving you in a difficult situation. Instead, inquire about their emergency order policy and the quickest turnaround time feasible. Also, see if there’s a straightforward procedure for placing these kinds of orders.

Request a list of previous project examples.
When looking for a high-quality transcribing service, you should also ask for examples of prior jobs and references. Sample transcriptions, previous project specifics, and references from customers ready to communicate with new consumers like yourself are all examples of this.

While you can just ask these questions, it’s generally a good idea to speak with current customers and look at sample work before making a decision. You want to choose the correct firm because you’ll be working with them for a long time. Switching is inconvenient, and you want to avoid switching headaches as much as possible. Marketing can make a company appear more impressive than it is, but data from previous projects provides a far clearer picture of how a company performs when it comes to getting the work done.

Top benefits of outsourcing transcription services

When you have the right tools in place, it’s much easier to do your job. Outsourcing transcription services can be one way to get these necessary resources when you need them most. Here are some benefits associated with hiring a transcriptions company for certain types of projects:

When the work must be done quickly or at specific times, companies providing an onsite transcription service may not be flexible enough to accommodate your needs. With an outsourced provider, though, this is generally less of a concern because they’re often available 24/365 and able to provide support whenever it’s needed (reference).

Expertise and quality control
Companies that specialize in data entry also typically offer superior expertise and quality control with their services. These companies are generally equipped to handle complex data sets, and they have protocols in place for accurate transcription of data (reference). Since there is no need to continually monitor the system or ensure its accuracy once it’s set up, you can focus on more critical tasks at hand.

Data security
There are plenty of benefits associated with outsourcing transcription services when it comes to information security as well. While all businesses should prioritize data protection and have documented, vetted security policies and technologies, this isn’t always possible due to time restrictions or lack of expertise. This means that some organizations may not be able to keep your personal information secure for any length of time without expert assistance.

Easy steps in choosing a transcription services provider

When time is critical and data security is a top concern, outsourcing transcription services can be the safest option for your company.
The process of hiring a transcription services provider is relatively straightforward when you have the right tools in place. Here are some tips for choosing a company that can provide quality data entry and accurate transcriptions:

Assess your needs
The better prepared you are, the easier it will be to find an appropriate service provider. Determine what type of project is being undertaken and how much support you need before looking at companies or making contact with them. This allows time for research so that apples aren’t compared to oranges during the assessment phase.

Look at samples
When assessing transcription providers, ask for examples of prior jobs along with references from current customers who were willing to discuss their experiences working together on similar projects. These references can provide a much clearer picture of how the company performs when it comes to accuracy and timely completion.

Look for flexibility
Transcriptionists are also available 24/365, which means that they’re able to accommodate your needs even if you need support at odd hours or on short notice. This is beneficial because there’s no need to continually monitor their progress and ensure its accuracy once it’s set up.

Call eTranslation Services for any transcription project

When you need a professional transcriptionist, you only have to remember one name – eTranslation Services. Our network of native-speaking transcriptionists can help you with your specific transcription needs. It is easy to get in touch with us: via email at [email protected] or by phone at (800) 882 6058. Contact ETS now.


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