Choosing the Best Dictation System

When you’re deciding on a professional transcription or dictation machine in Seattle, WA, it’s important that you get one that will meet all of your business’s needs. Not every machine will be right for every firm or practice, so doing your research and working with a reputable provider is key to your success and satisfaction. The hardware, software and processes are all different, depending on the machine you pick. Here’s how to choose the right machine for your needs:

  • You may want to start small: If you’re a small business with one person recording and one person transcribing, you can use a simple recorder and transcription kit. While some files can be shared via email, it’s probably better to get a wi-fi- and FTP-enabled machine to ensure your machine will be able to serve you as your business grows.
  • Simple can be better: When all you need is to record and transcribe notes, get a machine with a high-quality microphone and speech recognition software. This allows you to record your thoughts in real time with little effort required to transcribe them to written form.
  • Find a system that can add more recorders: Just as you need to think about eventual growth when you start with a small system, you need a system that has enough recorders for the existing workforce and can easily be added to when necessary.
  • Embrace technology: Some people are concerned about learning new technology. Given how quickly things can change, this is understandable, but there are also plenty of resources included to help you learn new features.
  • Consider adding speech recognition software: Speech recognition software can cut down on your transcription time. It will transcribe the majority of the text, so transcriptionists only have to clean up errors and formatting.
  • Make sure your speech recognition software can “learn”: Speech recognition software can learn a speaker’s voice over time, so make sure you give your software and transcriptionist adequate time to teach it properly.
  • Understand speech recognition can’t transcribe everything: Even with the wonders of modern technology, speech recognition software can’t transcribe everything. For example, if you’re trying to record a conference, it’s difficult for the software to recognize different speakers, work with accents and distinguish voices when people are talking over each other.
  • Try dictation management software: Dictation management software is especially useful for firms and practices with multiple recorders, folders and more. You’ll be able to manage your files and keep them organized with little extra effort.
  • Think about network requirements: Consider how your network is set up. Most files are going to be too large to send via email, so consider having FTP or cloud-based storage set up.
  • Medical providers should seek specialized equipment: Medical providers need to use machines that comply with HIPAA requirements, where recordings can be stored securely. Fluency Direct for Practices, by Olympus, is a cloud-based system designed especially for medical practices.

For help finding the right dictation or transcription machine in Seattle, WA, get in touch with Efficiency, Inc. Find out more about our selection online, or call us today for expert guidance.

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