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mi-Questions

Got a question regarding mi-Transcriptions services? Take a look at our Frequently Asked Questions, or call us on 1300 642 546.

Audio

Q. How do I submit my audio recordings for transcription?

Initially, we will set up a personalised account for you on mi-Clinic’s secure and user-friendly client portal.

When you have an audio file ready for transcription, simply upload and include any other specific instructions you might have for the transcription team.

Q. What device do I need to record and upload my dictation?

mi-Transcriptions is compatible with all types of audio file and all major dictation and transcription devices including Olympus, Philips and Sony. If you wish to purchase a Dictaphone, you can do so at mi-Shop or by calling 1300 642 546.

An even simpler solution is to download the free mobile app available for iPhone and Android, which is easy to use and links directly to your secure online account.

Q. Do you have any tips to ensure my dictation is clear and easy to understand?

– Understand your recording equipment and how it operates
– Before you start dictating, ensure you have any relevant papers or reports in front of you
– Make sure you are in a quiet area, so your voice is clear and unimpeded by background noise
– Identify yourself at the start of your dictation and state what document you are dictating
– If required, identify the particular template the typist should use
– Try to use similar phrases in each of your report types. Be consistent in the way you approach similar reports
– Speak clearly and at a steady pace
– Try to avoid letting your voice fade-out at the end of sentences
– Follow your device’s recommended recording speed for optimum sound levels
– Spell technical terms or jargon not normally found in the mainstream of daily medical applications
– Spell out all proper names and specific terms – Rose Ann, Roseann, Rosanne and Roseanne will all sound the same to the transcriber
– Include addresses if known. Spell unusual street names and identify as street, lane, drive or avenue. Spell city names if not local
– Relax, speak simply and pace yourself – not too fast, not too slow. Think in one sentence at a time
– Always include punctuation, especially when starting new paragraphs and state “open” and “close” quotation instructions. And don’t forget to say “End of Dictation” at the end

Q. What if I have audio content on a tape, CD, video or DVD for transcription?

Our team can transcribe audio from tapes, CDs, videos or DVDs. To have these items transcribed, please Express Post or send by courier to mi-Clinic, PO Box 417, Carlton South Vic 3053  and email your instructions to transcription@mi-clinic.com.au.

File Turnaround and Delivery

Q. What turn-around can mi-Transcriptions provide?

Whilst our standard turnaround time is one to three business days, upon request we can supply documents the same day, overnight, the next day at weekends or on public holidays.

Q. I have an urgent dictation. Can it be transcribed and a file prepared today?

Yes. mi-Transcriptions offers an express service to clients with urgent requirements. Simply email transcription@mi-clinic.com.au or, if you need the transcription within four hours, call us on 1300 642 546.

Q. How do I receive my file?

Just log into your account and your transcription will be available for download on the mi-Clinic client portal.

Q. What if I want to make changes to my transcribed file?

You can log into your account and edit the document online, or make changes by contacting mi-Transcriptions directly at transcription@mi-clinic.com.au or calling 1300 642 546.

Fees and Payment

Q. I can’t see any rates on your website. Where do I find them?

Please call uson 1300 642 546 to discuss your requirements and we will provide a free, no-obligation quote.

Q. How do you charge for transcriptions?

Transcriptions are charged per line – one line is approximately 65 characters, including spaces.

Q. When do I pay?

Payment terms are determined by your unique circumstances and level of commitment. Broadly speaking, there are three scenarios:

Casual relationship
If you expect a more transactional (ad-hoc) relationship, you can pay for each transcribed file before downloading it. We have an automatic payment gateway and accept most credit cards.

Fixed relationship
If you are looking for an ongoing, fixed relationship with regular transcriptions, we will set up an account and direct debit with an agreed date of 30 days from invoice.

Institution relationship
For high volume transcription customers such as hospitals or large medical centers, appropriate commercial terms will be agreed.

Q. Can I offset payments owed under mi-Transcriptions against amounts owed to me by MedHealth?

Unfortunately not. Although mi-Transcriptionsis owned by MedHealth, it functions as a stand-alone business with its own systems and operating environment. Maintaining separate payment streams will simplify the identification and reconciliation process for both parties.

Q. How am I invoiced as an account holder?

Invoices are prepared at the end of each month, detailing all files produced for you during the previous month. Invoices are sent to you electronically. The invoice will come from mi-Clinic MedHealth.

Q. How do I pay?

Casual relationship – Through the online payment gateway using your preferred credit card, per transcription.

Fixed relationship – A direct debit from your preferred credit card or business bank account.
We accept most major credit cards, however please be aware payments made with AMEX and Diners Club will incur additional merchant fees of 3%.

Specialised Services

Q. Can mi-Transcription translate my report into another language?

Yes, we provide foreign translation and transcription services in a number of languages. Please contact us by email transcription@mi-clinic.com.au or phone 1300 642 546 to speak to one of our customer service representatives.

Q. I will be using a qualitative analysis software package such as NVivo, ATLAS.ti, MAXQDA or Leximancer to analyse my transcripts. Do I need to ask mi-Transcriptions for any special formatting to make my transcripts compatible?

mi-Transcriptions provides transcripts which are compatible with all versions of the major QDA software packages including NVivo, ATLAS.ti, MAXQDA and Leximancer. Just let us know which package and which version you are using.

We also offer automatic formatting for clients using ATLAS.ti v6 or Nvivo8, which will synchronise the transcript with the audio or video recording when imported, allowing for easier coding.

Equipment

Q. Can I hire or buy recording equipment?

Yes. We have a range of recorders, microphones, dictation devices and transcription software that you can buy or borrow. Simply call 1300 642 546 and let us know what you need.

Alternatively, for dictation, an even simpler solution is to download the free mobile app available for iPhone and Android. It’s easy to use and links directly to your secure online account.

Confidentiality & Security

Q. How can you guarantee file security?

Our security solutions are compliant with ISO27001 standards, utilising electronic-based file record management.

Q. What is the mi-Clinic policy regarding confidentiality?

Privacy is of the utmost importance to everybody at mi-Clinic. We are compliant with all relevant privacy obligations, including the Australian Privacy Principles contained in the Privacy Act 1988 (Cth) (Privacy Act).

You can be confident that any personal information entrusted to us – directly or indirectly – is afforded the appropriate degree of privacy protection.

Questions for Current mlcoa Consultants (Specialists)

Q. Who will manage my relationship with mi-Transcriptions and any potential overlap or conflict with other MedHealth companies?

mi-Clinic will take care of your transactions and invoice you directly.

Q. What do I do if I have a complaint about mi-Clinic services?

If you have any problems with any mi-Clinic services, please call us immediately on 1300 642 546.

Contact us to find out more information on how mi-Clinic can help you and your practice.

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