Audio recording is a standard practice made by several insurance companies and health professionals to make important data on insurance claims and patient data, respectively. These recorded statements contain a lot of relevant information and can even serve as evidence in court. They cannot be taken lightly, which is why several insurance companies, hospitals and even independent doctors have resorted to engaging in audio transcription services to transform raw data into standardized documents.
The companies offering transcription services have a team of highly qualified transcriptionists who ensure timely delivery of highly accurate transcribed files. However, the accuracy and efficiency of audio transcription is determined by the quality of the audio recording. Eye, a leading provider of high-quality and cost-effective medical transcription services recommends the following best practices for effective audio recording.
Try to limit background noise
When recording a person’s statement in person or on a talking phone, or recording an audio file yourself, make sure there is minimal background sound. It is best to perform any sound recording work in an empty room, but sometimes this is not possible. Therefore, warn others present in the room when recording a statement. Remember that even background noise such as printer sound, input, and phone ringing can obscure information. Also, make sure that all phones near the room are turned on in silent mode before recording.
Use headphones to cancel the noise
If you are recording a statement during a phone call, make sure you use a noise canceling headset that will help you focus on your work and allow you to hear the person on the other end of the phone better.
Seek the consent of the participant or participants
It is always recommended that you inform the participant or participants that their statements or interviews are being recorded. Consent is taken to avoid any kind of legal complication. Some suggest that recording patient consultations with physicians is a violation of HIPPA compliance, but this is not the case if you obtain the patient’s prior consent.
Write down the time, date and name of the participants
To keep a history of the data, make sure you speak the time and date of the recording into the microphone or recorder. Mention of the names of the participants is also recommended to further streamline the data.
Use quality equipment
The quality of recording devices such as digital microphone recorders can affect the quality of your recording. Thus, use only high-quality equipment for all recording purposes.
Avoid using abbreviations and acronyms
As a rule, avoid the use of abbreviations. And if you use an abbreviation at all, mention its full form for a better understanding of the audio. Avoid using fillers such as “umm”, “ahh”, “like”, etc.
Speak into the microphone or recorder
While recording the statement, make sure your voice is recorded correctly. Speak directly into the microphone. If you are recording the participant’s statement, remind them to speak into the microphone. Clear speech is important for a well-recorded audio track.
As we speak, we tend to use many connecting words such as “but”, “and”, “so” to emphasize. Speaking in this tone while recording an observation may sound inconsistent, so try to avoid it. Instead, speak in short sentences, good grammar, and clear sound.
In conclusion, in addition to providing very accurate transcripts, following the above practice will reduce the time and cost of audio transcription service. Often, due to a lack of clarity and complete information, you send the transcribed files back to the transcription agency to review or process the work. However, this loop back and forth will be interrupted if the recording is done in a clean and accurate manner.