Learning Center Questions


Medical Transcription & Scribes FAQs

Why is medical transcription necessary?
In theory, many thought EHR adoption would replace transcription, but as the widespread implementation of EHRs in medical offices and facilities is well underway, we are finding this is NOT the case at all. It is becoming apparent that one of the struggles of EHR implementation is physician documentation. HIM directors prefer utilization of the EHR’s structured document templates, while many physicians prefer narrative dictation and transcription, the method relied upon for its simplicity and speed. Physicians are challenged with accurately capturing the complexity of their specific patient circumstances utilizing the limited point-and-click templates the EHR offers. Therefore, transcription remains an integral part of the solution when used in conjunction with the EHR to create an accurate patient record. We offer a hybrid approach, enabling physicians to spend time where it is most cost-effective to the practice and most appreciated by the patient - in the exam room for a one-on-one encounter, not in front of the computer.

How much are medical transcription services charging physicians?
MTSOA understands pricing for transcription service can be confusing. There is more than one way to count a line, even a character. There is language that could be easily misunderstood or misinterpreted. MTSOA charges a set rate per line based on your specified turnaround time and volume. There are never additional fees for setup, interfacing, or software. Your costs are transparent from the beginning. Our line charge for transcription (virtual scribes) is calculated per 65 keystrokes or clicks. We do not charge by the minute or page as we feel neither of these reflect the true time within the EHR. We offer a suite of billing options, client-specific in design. Our invoices are conveniently sent out electronically during the first week following the end of each month. Invoices can also be sent regular mail in addition to email at the client’s request.

As with the other solutions offered at MTSOA, we will customize your billing according to the information needed by your staff. Normally, our invoices are itemized by clinic locations and physicians or other dictators with an itemized line count per dictator.

Are EHRs replacing medical transcription?
Technology is great, but it cannot do what a human can. Some electronic health records (EHRs) electronic medical records (EMDs) offer a voice recognition application, but transcriptionists are still needed to review and edit the notes for accuracy. When dealing with any segment of the patient data workflow, whether it be ordering a test or describing a diagnosis, every action and every word has a significant impact on patient care and outcome.

The importance of accuracy is what makes a medical transcriptionist valuable. At MTSOA, each physician is assigned a specific “team” of personnel including, but not limited to, a primary transcriptionist who is responsible for transcription on a day-to-day basis. YES, WE ASSIGN EACH PHYSICIAN THEIR VERY OWN PERSONAL TRANSCRIPTIONIST! We also train a backup transcriptionist who is available to cover for vacations or emergencies so that our providers have no interruption of quality service.

An Account Manager is also assigned to each client and facilitates streamlining questions or concerns to other appropriate team members should you have an issue outside their scope of expertise. Our Account Managers are headed by a Senior Account Manager who will assist with communication with your office when necessary, daily or as-needed, to ensure your complete satisfaction with our team.

We also have an internal management team consisting of QA personnel, technical support services and other team members to assist you as needed. We also maintain an above-industry standard quality assurance program. We proudly maintain a 99.5+% accuracy ratio, higher than the recommendations of AHDI. Our QA is performed monthly, consisting of randomized document extraction calculated per volume and includes every transcriptionist on our team.

Is voice recognition replacing medical transcription?
A JAMA study says otherwise. Speech recognition is still unreliable and requires supervision and intervention. In a JAMA study, researchers reported 7.4 percent error rate using EHR voice recognition software, which still requires providers and staff to review and edit dictated notes. Some errors that affect clinically-relevant information may pose a threat to patient safety. MTSOA employees highly-skilled, specialty-specific transcriptionists and editors to produce accurate patient records.

What is the difference between U.S.-based transcription companies as compared to offshore?
It is tempting to choose a lower-cost provider overseas, but that price will come at a cost. Many of the healthcare facilities that hire offshore find themselves spending even more money correcting errors and mistranslations. MTSOA boasts an above-industry-average QA rating and soars over the competition on turnaround time. Our 100% U.S.-based transcriptionists have command of the English language and its slang, spelling, and punctuation so your documents require no editing. Also, changes in federal laws related to protecting patient health information (HIPAA) poses an even higher priority for medical transcription companies to protect patient data. Other countries just do not have the stringent laws the United States has on protecting patient data.


EHR Data Migrations FAQs

In transitioning from on EHR to another, where does data migration fit in?
Although most organizations have transitioned from paper records to an EHR, the transition from older EHRs (legacy) to newer, more comprehensive EHRs, is now becoming more common, but there is not much guidance out there to plan for this. Data migration is an integral part of the conversion process. The conversion software available today can successfully map exact code to code; however, there are a variety of database formats and numerous file types, so key patient data is not always available to a provider when they see a patient. We use 100% U.S.-based migration specialists to convert your data manually. We partner with you to develop a strategy that meets the specific needs of your facility.


Revenue Cycle Management FAQs

Revenue cycle management (RCM) is the financial process that healthcare facilities use to track patient visits from registration and appointment scheduling to the final payment of a balance.


  1. Revenue cycle management software or outsourcing? First, you must decide on how to handle your revenue cycle management process. Refer to the next question (why outsource revenue cycle management) to compare the pros and cons.

  2. Registration - obtaining demographics and medical insurance information.

  3. Patient preauthorization - process by which a decision by your health insurer or plan that a health care service, treatment plan, prescription drug, or durable medical equipment is medically necessary.

  4. Eligibility and benefits verification – checking to ensure the provider will receive payment for services rendered.

  5. Collect co-payments and patient balances – taking co-pays, self-pay, and deductibles.

  6. Charge capture - rendering medical services into billable charges.

  7. Coding - properly coding diagnoses and procedures.

  8. Claims Submission – submitting claims for the work you do for your patients.

  9. Payment Posting – logging any payment of a claim to reconcile the balance.

  10. Account followup – reopening denied claims to receive maximum reimbursement from insurance companies.

  11. Denial Management – investigating and recovering revenue that might otherwise have been overlooked because of insurance being filed incorrectly.

  12. Payment variances – researching the difference between the expected payor value of a claim and the actual payment received.

  13. Reporting – customizing billing reports to diagnose the practice’s financial health and track key performance indicators like revenue cycle numbers or whether claims are being paid in a timely manner.

How can you improve revenue cycle management?

Would you like to know in detail how productive your current practice is? Generate the highest revenue possible? Reap the benefits of an efficient practice management system at no cost? Get customized and standardized services as you need them and when you need them? Ensure consistent and accurate revenue? Have a partner in your business who is not just a billing company, but wants to understand and work within your business model? If your healthcare facility is wondering how to improve revenue cycle management, we can help. MTSOA has the staff, expertise, and technology-based processes to provide the results you are looking for.

Our revenue cycle management specialists will:

  • Reduce administrative duties – We follow up on every unpaid claim, which is known to be a frustrating and time-consuming process for office staff. We will deal with those headaches so you can free up valuable time without your patient volume suffering.

  • Enhance cash flow and reduce operating cost - We have only one purpose – to increase your profit. You could boost revenue potential as much as 30%, according to the ADS Complete Guide to Medical Billing Services. You get paid faster with less effort from office staff.

  • Improve patient engagement and satisfaction rates

  • Developing a good relationship with a patient is much easier when they feel like the doctors and staff are interested in them, not just getting them in and out the door.

  • Process claims faster

  • A paper claim may take as long as two months to move through all the channels before reimbursement. Automating same-day claims submission will quickly increase your cash flow. A typical timeframe for an electronic claim is more like 7-14 days.

  • Keep patient data secure

  • One major concern is internet security. Protecting patient and practice data is of the utmost importance to us. We maintain a stringent security process to

Why outsource revenue cycle management?
There are a number of reasons to outsource revenue cycle management in healthcare. At MTSOA, our goal is to help you maximize reimbursement and reduce expenses. You will see a tremendous increase in your profitability by using our services due to increased cash flow, improved collection rates, reduced days in accounts receivable, and decreased rate denied claims. You will save big by not having to incur employee-related costs such as recruiting, training, benefits, payroll taxes, workman’s compensation, etc. There are also indirect savings such as increased productivity, reduced call volume, record storage, etc. In most cases, when you calculate these costs, we are substantially cheaper than keeping these services in-house. We are also able to provide virtual staffing and services to increase your in-house teams’ productivity and the time spent with the patient.

What is a revenue cycle management practice analysis?
AIE Medical Management offers strategic analytic reports that help you determine and evaluate your practice’s revenue and management aspects. We aim to provide long-term value. Our in-depth reports are fully customizable based on your business, specialty, and personal needs so it may be integrated as an essential part of your business development. With regular analysis and evaluation, your business is able to evolve and change to adapt to market and industry conditions revolving around the medical field. You can now operate your practice with confidence and ease knowing that.

  • Get detailed reports with extensive breakdowns on important money-making aspects and where improvements can be made in your revenue cycle.

  • Create focus points through comprehensive analysis and resolve issues before they arise.

  • Determine and address the weak points and continuously improve your business and revenue cycle.