Workflow Process

  1. Clinicians' dictations are sent via telephone dictation, digital handheld recorder uploads, or mobile application to a folder designated for dictation files. Within this folder, users can view dictation details (clinician, document type, date received, etc.) and play dictation audio files.

  2. Once the dictation has been transcribed, it is delivered back to the medical facility where they have the option of routing transcriptions to a review folder before a document proceeds to clinical authentication. This folder can be used for documents that require clarification of content or demographic information. This folder is an optional feature activated when setting up transcription workflow. Though we encourage the use of a review folder by the client, MTSOA goes to great strides to prevent sending a document that requires client clarification.

  3. At the point the transcribed document is ready for authentication, it is sent to the authentication folder. Users view transcriptions in this folder and complete the document by applying an electronic or graphic signature.

  4. Medical facilities can save time and money with our auto-fax and fax-on-demand functions. Transcriptions are either faxed automatically based upon predetermined criteria or faxed with the click of a mouse, after authentication.

  5. Once the document is authenticated by placement of the electronic or graphic signature, the document is forwarded electronically to either a “to be printed” folder or if an EHR and no printing is necessary, the document flows onward to the repository.

  6. Once the entire workflow process is complete, all transcriptions are placed in the folder named Repository (Search All). All clients' transcriptions are available for use anytime in the future, 24/7/365, or as long as the client remains with MTSOA. Should our services no longer be needed, any files in our repository may be downloaded into a Word document, PDF file, etc. and possibly interfaced into an EHR.