Choosing Medical Transcription Services: The Best Medical Transcription Companies of 2020

Medical transcription services offer healthcare organizations a way to outsource the transcription of clinical audio captured via voice dictation. These traditional services offer an alternative to healthcare providers that prefer human transcription to voice dictation software. We researched 35 medical transcription services and selected three best picks from a list of six finalists based on their estimated turnaround time, accuracy rates, pricing, available dictation methods, and quality assurance processes.

Compare Our Best Picks

	InSync Healthcare Solutions	Aquity Solutions	World Wide Dictation
Pricing	$0.08 - $0.11 per line	Requires a quote	$0.08 - $0.11 per line
Minimum turnaround time	1 hour	1 hour	4 hours
QA process	Two levels of review	Random statistical sampling	Dedicated account manager and 100% monitoring on new accounts
Dictation methods	Toll-free phone number, digital audio recorder, iOS/Android mobile app	Toll-free phone number, online portal dictation, iOS/Android mobile ap	Toll-free phone number, online portal dictation, iOS/Android mobile app

Medical transcription services take audio dictated by medical professionals and provide a manuscript, which becomes part of a patient's medical record. Most services offer 24-hour turnaround, but many can expedite time-sensitive items. The accuracy rate for services versus voice recognition software is higher, which reduces the burden of proofreading on the medical practice's staff. Transcription services employ layers of quality assurance internally to ensure reports are error-free.

Choosing a medical transcription service means thoroughly vetting your potential partners to ensure they are trustworthy and consistent. The best services are fast, accurate, affordable and secure, but you can't gamble with sensitive patient data.

This guide will help you choose a medical transcription service that is the best for your practice or organization. Read our reviews and our best picks to help you as you start your buying journey.

Buying Guide

Why Use a Medical Transcription Service?

Charting consumes a lot of time for busy doctors and medical professionals, but it's essential. Outsourcing transcription to a service frees up time and resources for physicians and staff, allowing them to care for patients, and it provides peace of mind that the information is accurate and secure. With a service, you don't have to worry about major errors or deal with slow turnaround, which can cost your practice or organization thousands of dollars in lost revenue.

Choosing a Medical Transcription Service

As you evaluate transcription services, consider compatibility, specifically compatibility with your electronic medical records (EHR) system. Many services offer EHR integration and free technical support so transferring and filing patient records is easy.

A quality service should offer flexible options for uploading dictation and receiving completed records. In our reviews, we've highlighted whether the service has a mobile app that can receive dictations as well as other ways (voice recorder, phone, etc.) the company can receive audio files. The following criteria also factored into our rankings.

Pricing

The rates medical transcription services charge varies. Some charge by the minute, but this is considered less than satisfactory, because it can be expensive, and it's difficult to audit the quality of the completed work compared to what the service charged.

The standard pricing model used by many services is known as the 65 visible black character (VBC) line. This means that if you can see a character in black ink – including letters, numbers and punctuation – it counts toward a 65 VBC. Even if your transcribed document cuts off at 55 VBCs, you will be billed the 65 VBC rate. This is widely considered as the most transparent, auditable way to set rates.

In our research, we found that prices ranged from 7 to 14 cents per line on average. There were certain circumstances where pricing dipped as low as 4 cents per line, though this was predicated on the purchase of additional products or services. The best transcript services have a base rate of 7 or 8 cents per line, plus they offer other conveniences, such as entry into your practice's electronic medical record (EMR) system; this typically costs 2 or 3 cents per line.

Document Management

The best services offer online editing and electronic signatures. Doctors can make changes and sign records without printing them out. As you evaluate services, be on the lookout for hidden fees.

Check whether the service charges you for faxing or creating customized templates. Ask, too, if the service offers free backup and storage so you have added protection against data loss.

Accuracy and Privacy

All of the transcription services we reviewed are HIPAA compliant.

HIPAA mandates that specific security features must be in place to prevent patients' medical information from being compromised. Secure sockets layer (SSL) encryption scrambles a patient's personal information, making it illegible to unauthorized recipients. HIPAA requires services to use at least 128-bit encryption, though some services use even stronger encryption.

The best dictation services have multiple levels of quality assurance checks in place to ensure documents are free from major errors. Ask whether the service has a dedicated certified medical transcriptionist. (We've attempted, where possible, to mention this in our reviews.) Every physician has their dictation style; an assigned transcriptionist grows accustomed to a doctor's technique, and coupled with their background and training, can review records to ensure accuracy.

Dictation Capture Methods

There are several ways to capture dictation and send it to a transcription service. Traditional phone-in dictation is still popular ‒ it's easy to access, and you don't have to buy any additional software or hardware. Another method involves using a digital voice recorder; doctors can dictate during their rounds or after appointments, but someone has to upload the recordings to a computer to send them.

Many services have mobile apps that are compatible with iOS and Android devices. You can use them whenever you are connected to the internet. Plus, with some services, you can dictate using the microphones on your tablet or laptop.

Transcription Delivery

Most services offer varying levels of EHR integration. With some services, you may have to copy and paste transcribed text into a patient's electronic chart. Other services may offer methods where records are imported into the EHR.

All the services we reviewed offered a web-based account where clients can access finished transcriptions. You might consider services that fax or automatically print documents at specific machines in your office or in referring physicians' offices. (Check whether the service charges an additional fee for this.)

Tips for Choosing a Medical Transcription Service

Consider these five tips as you evaluate transcription services.

Consider your workflow.

There is no one-size-fits-all transcription service. Some companies will simply be a better fit for different practices, and that can be due to technical compatibility, turnaround time options, pricing or document delivery methods.

Look for a service that maintains certified medical transcriptionists who have demonstrable experience transcribing for your specialty. Also, look for a service that has experience working in your EHR system if you plan to have them transcribe clinical documentation that will go into your EHR/EMR system.

Weight whether voice recognition software isn't up to the task. If software can meet your needs, outsourcing transcription might be overkill.

Sign a detailed agreement.

When negotiating with a medical transcription service, the devil is in the details. Require them to sign a business agreement. Review the agreement closely and include the deliverables you expect. Also, make sure pricing is spelled out clearly so there are no surprises when the bill comes in. A detailed agreement protects you from hidden fees and malfeasance, and it holds the company accountable for the quality of its service.

Pay only for the services you need.

If all you need is basic medical transcription with next day delivery, don't be swayed by features (e.g., virtual scribes) you don't truly need. Those features are great options for some practices, but they might not be right for you. Before you talk with a sales representative, understand precisely what you need and what the company offers. Don't be swayed by flashy add-ons and lofty promises.

Ensure compatibility with your EHR system.

Many transcription services work with the major EHR systems, but verify compatibility before signing on. Many companies are willing to build new integrations with EHR systems they haven't worked with before, but that is not true of services. Moreover, try to find a company that has experience working with your practice's preferred software.

Check references from other healthcare organizations.

As with choosing any third-party service, including medical transcription services, ask your colleagues for references. If they've used a service they like before, that gives you a great starting point and a vote of confidence from a trusted source. Your industry has great insight into what works and what doesn't. Leverage that experience.

Frequently Asked Questions About Medical Transcription Services

How can a medical transcription service increase accuracy?

Medical transcription services employ experienced staff, senior transcriptionists, as well as certified medical transcriptionists, who proofread documents for accuracy. The industry-standard accuracy rate for a medical transcription service is 98%; check whether the service you're considering surpasses this number.

What is the quality assurance process for a medical transcription service?

Most transcription services employ a thorough quality assurance process. Generally, this includes at least three layers of support. First, the certified medical transcriptionist takes the audio and transcribes the document. Next, a senior transcriptionist proofreads the document, correcting any spelling, grammar and formatting issues. Finally, a clinician or a professional with medical experience reviews the document.

Not all medical transcription services employ this particular quality assurance process. Ask the transcription service you're considering about their quality assurance methods.

What are the turnaround times for transcribed documents?

Most offer a standard 24-hour turnaround time. For an added cost, most companies will expedite delivery of your transcribed documents. In some cases, you might pay less for a longer turnaround.

Every company is different. Some can deliver transcribed documents within 45 minutes, others only have a 24-hour window. Many doctors' offices don't require rapid turnaround, so a slower service might be more cost-effective. Hospitals, on the other hand, often require near-immediate turnaround.

How can a medical transcription service ensure HIPAA compliance?

Medical transcription services handle sensitive patient information when you deliver your audio to them for transcription. You have to know beyond a shadow of a doubt how they comply with HIPAA privacy requirements. If they mishandle data, your reputation is on the line.

In each of our reviews, we've specified the steps the service has put in place to ensure privacy and safety. However, as you contact companies, ask them what security measures they have in place and the training their staff undergoes to prevent data breaches. It is also wise to ask about how they physically secure their facility to prevent theft.

Your patients' data is your responsibility, so only entrust it to a third-party service that handles it with the same level of care that you would.

Reviews

InSync Healthcare Solutions: Best Overall Medical Transcription Service

InSync Healthcare Solutions

InSync HCS offers competitive pricing, which starts at 8 cents per line.

The fastest turnaround time is one hour, which costs 11 cents per line.

The company offers a lower level of encryption than other medical transcription services we reviewed.

InSync Healthcare Solutions combines the four elements of flexibility, accuracy, security and innovation into a competitively priced package. With multiple methods for audio delivery and return of transcribed documents, InSync can cater to a variety of provider preferences. Beyond simply transcribing audio dictation, InSync can work directly within healthcare providers' electronic medical records (EMR) systems. For these reasons, InSync is our best overall pick for medical transcription services.

There are multiple pricing models for medical transcription services. The industry-standard method of pricing involves the use of "visual black characters" (VBCs), which is largely considered the most transparent and auditable method. Most medical transcription companies charge by the line, defined as 65 VBCs. Some services might charge by the keystroke or by the hour, which are generally considered less auditable metrics than the 65-VBC line.

InSyncHC employs the 65-VBC line pricing method. Specific pricing depends on the complexity and volume of the work. To receive a quote for your unique circumstances, you'll have to contact the company's sales department, but these are InSync's general rates:

Standard medical transcription services with 24-hour turnaround: This option costs about 8 cents per line, which is about average for the medical transcription services we reviewed.
Medical transcription services with expedited turnaround: To receive transcribed documents in less than 24 hours (as quickly as one hour after InSync receives your audio), you could pay 10 or 11 cents per line, depending on the difficulty of the work and how quickly you want your documents returned.
Medical transcription services in preferred EMR system: If InSync transcriptionists are working directly within your EMR system, expect to pay about 3 cents per line on top of the rate you pay for standard medical transcription services. In other words, for a 24-hour turnaround of transcription within your EMR, you'll pay roughly 11 cents per line.

InSync's standard pricing is competitive compared to the other medical transcription services we reviewed, especially considering the quality of service. If you opt for additional services, just be sure to request a specific quote and pricing breakdown, as add-on costs may depend on your unique needs.

InSync does not require you to sign any formal contracts, but it does request that you enter into a one-year business agreement. That agreement does not contain any required minimums, so you can stop submitting work requests at any time and will not be charged further. The agreement instead guarantees the agreed-upon rate for the entirety of the term, and it also keeps both InSync and your medical practice in HIPAA compliance for your transcriptions.

Features

While medical transcription services are relatively straightforward – the company takes audio dictation and turns it into a written document – there are many important factors in this process. These include the quality assurance check that guarantees accuracy of documents, the flexibility of turnaround times, and the security measures to ensure the proper protection of medical information.

Here's a look at some of the most important features we reviewed and how InSync stacks up.

Quality Assurance Process

InSync's QA process guarantees that at least two pairs of eyes review your transcribed documents before the company returns them to you. The first is a medical transcriptionist, who transcribes the audio dictation your practice uploaded. The second is a senior staff member and certified medical transcriptionist, who listens to the audio dictation and reviews the transcribed document to ensure accuracy, and they also edit for grammar, spelling and format. The average InSync staff member has five years of medical transcription experience, and all senior staff members are certified medical transcriptionists.

The QA process takes place within the secure web portal and is reviewable by clients, so providers can track what stage of the process their documents are in. InSync guarantees a 98% minimum accuracy rate for all documents.

Turnaround Times

InSync has relatively flexible turnaround times. Its clients include small medical practices as well as large hospitals, so it can adapt to varying turnaround needs. The standard turnaround time is 24 hours, but upon request (and for an additional fee), transcribed documents can be returned within one hour after the company receives audio dictation from the provider.

Audio Dictation Delivery Methods

To upload audio dictation to InSync's system, you and your staff can use a toll-free telephone number, a digital audio recorder or the mobile app (compatible with iOS and Android devices).

Transcribed Document Delivery Methods

Transcribed documents can be created in any template format that you preselect. These documents can be returned to your practice through the secure web portal or an encrypted email.

The secure web portal also serves as a document management system, where providers can log in with a username and password. From the portal, providers can edit reports, sign and print documents, and export them to a PC or laptop. Documents can also be faxed or emailed directly from the portal, which is secured with 128-bit encryption.

Integrations

InSync integrates with many leading EMR systems and maintains the internal team necessary to build out new HL7 interfaces with any EMR system you might use in case the integration does not already exist. The ability to integrate with any system in use by any medical practice guarantees compatibility and enables InSync to work directly within your EMR system if needed.

Security

InSync maintains 128-bit encryption on its ISO 9001:2000 certified web portal, which it uses to return transcribed documents to clients. It also employs a 128-bit encrypted email system for alternative document delivery.

Under HIPAA's privacy requirements, 128-bit encryption is the minimum standard by which healthcare organizations and service providers must abide. InSync meets this regulatory standard for the protection of sensitive healthcare data, but some services we reviewed go the extra mile and use stronger encryption than this.

Other Services

Beyond its standard medical transcription services, InSync offers transcription directly within your EMR system, filling in the appropriate fields and saving time in generating clinical documentation.

In the near future, InSync is also planning to release a virtual scribe service, which will allow providers to dictate in real time as a transcriptionist creates a written record of a patient encounter.

In addition to its medical transcription services arm, InSync is a purveyor of EMR systems and practice management software. It also offers a revenue cycle management service for outsourced medical billing. It primarily focuses on the behavioral health, OB-GYN, primary care and pediatric therapy specialties.

All of these features make InSync one of the most comprehensive services we reviewed. It covers all the major bases we looked for in a medical transcription service and then some. However, some useful features represent an added cost, so be specific about your needs and request a detailed pricing breakdown when you request an estimate.

Limitations

InSync is a well-rounded service with few limitations. However, its 128-bit encryption falls short of some other medical transcription services in our review. While it is compliant with HIPAA privacy regulations, some other medical transcription services employ the more secure 256-bit encryption.

The quality assurance process by InSync guarantees a minimum accuracy rate of 98%, which is the industry standard. However, transcribed documents only pass through two pairs of eyes. In some cases, other medical transcription services provide three or even four levels of quality assurance. On the other hand, InSync offers an experienced staff of transcriptionists and the oversight of senior staff members, all of whom are certified medical transcriptionists. Perhaps the only element lacking in the QA process is a final review by a clinically experienced staff member.

Aquity Solutions

Aquity Solutions possesses extensive industry experience; it processes about 300 million minutes of audio dictation per year.

The fastest turnaround time available is one hour.

The QA process involves a random statistical sampling to catch errors, which means some errors might go unnoticed at first.

Aquity Solutions is one of the largest medical transcription service providers globally, processing about 300 million minutes of audio dictation annually. If you need a lot of transcription work performed quickly, Aquity is capable of managing it for you. With both domestic and offshore transcriptionists, Aquity also offers clients the opportunity to adjust their pricing and service quality based on their budget and preferences. For these reasons, Aquity Solutions is our pick for best high-volume medical transcription service.

Pricing for medical transcription services can be a mystifying thing. Some companies use alternative pricing models that sound cost-effective at first but quickly add up to higher costs. The industry-standard method, which is widely regarded as the most transparent and auditable way to bill for transcription services, goes by the number of visible black characters (VBCs). A VBC is any character on the page visible to the naked eye, not including spaces. It generally breaks down to about 65 VBCs per line – but if a company says it bills per line, make sure it means VBC lines.

Aquity Solutions abides by the VBC industry standard, so you'll know specifically what you are paying for each time. Unfortunately, the company declined to provide its pricing, stating that it depends on a client's work volume, requested turnaround times and the complexity of their transcription needs. To obtain a quote for Aquity's medical transcription services for your circumstances, you'll need to contact the company's sales department.

It is worth noting that Aquity offers a choice of labor type, either domestic or offshore. Naturally, offshore medical transcriptionists are more cost-effective than domestic transcriptionists, but domestic transcriptionists are generally regarded as higher quality. Depending on your priorities, this flexibility lets you either save money or guarantee document quality.

Aquity does require some level of commitment from clients, typically a yearlong contractual agreement that includes "minimal consistent volumes." The company declined to comment on what those minimums precisely are. Whenever you consider signing a contract, it is important to have an attorney review the document on your behalf. When you contact Aquity for a pricing estimate, we recommend also requesting a sample contract to review alongside legal counsel.

Medical transcription services might seem simple at first glance. After all, you just hand off your audio dictation and then a transcriptionist types it up and sends it back, right? There's a bit more to it that you should consider when researching medical transcription services. This includes the quality assurance process a company employs to guarantee accuracy, the times in which they can deliver transcribed documents, the methods of delivery and how documents are secured. Here's a closer look at the most important features we looked for in our review and how Aquity measures up.

Aquity's quality assurance process involves capturing a statistically valid sampling of each transcriptionist's work and reviewing it for errors. The company also considers any client comments about a particular transcriptionist's work. If at any time a transcriptionist falls below 98% accuracy, the staff member is put on what is known as 100% review. In other words, every transcribed document they produce is reviewed in full by senior staff and certified medical transcriptionists. The 100% review period continues until the errors are fixed and the transcriptionist's accuracy rate returns to 98% or better. By employing this method, Aquity guarantees that its overall accuracy rates will exceed the industry standard of 98%.

Turnaround Time

Aquity is generally flexible on turnaround time, though the company acknowledges that expedited turnaround usually costs more than next-day delivery of transcribed documents. Aquity is capable of returning transcribed documents within one hour of receiving audio dictation from a client.

The available dictation methods include a toll-free telephone number, PC or laptop dictation through a secure portal, and the use of mobile apps compatible with iOS and Android devices.

Generally, Aquity returns your transcribed documents directly through your EMR system. Alternative methods of delivery are available upon request.

Aquity supports more than 3,000 clients in the U.S. and integrates with all leading and midlevel EMR platforms. In case an integration for your EMR does not currently exist, Aquity maintains an in-house staff capable of building the HL7 interfaces necessary to work within a new EMR system.

The company declined to comment on the specific cybersecurity measures it employs. However, all staff members of Aquity Solutions, from entry level to the C-suite, are required to take annual ISO and HIPAA security training.

In addition to standard medical transcription services, Aquity Solutions provides medical coding services and virtual scribes, which can perform medical transcription in real time while observing a provider's clinical encounter remotely.

Aquity also offers interim management services, which helps healthcare organizations fill vacancies in healthcare information management positions and medical coding departments.

Aquity Solutions offers a comprehensive and professional service that covers all the major bases we looked for in our review. However, the company was less than forthcoming with certain details, making it difficult to precisely gauge how it stacks up. Still, it offers all the features necessary to handle your medical transcription needs.

The biggest limitation we encountered with Aquity Solutions was its refusal to provide ballpark pricing estimates or the contract's specific minimum requirements. Without this information, we cannot provide an accurate baseline of pricing you should expect. To receive a personalized quote based on your service requirements and the complexity of your needs, you need to contact the Aquity Solutions sales department. The company wouldn't give us details on its security features either.

World Wide Dictation: Best Flexible Medical Transcription Service

World Wide Dictation

Worldwide Dictation offers competitive pricing, starting at 8 cents per line.

The company offers a range of flexible services adaptable to the needs of healthcare organizations.

The fastest turnaround time is 4 hours, which is slower than other services we evaluated.

World Wide Dictation brings wide-ranging experience in the transcription space to its medical transcription services. With multiple ways to upload audio dictation, reasonably fast turnaround, certified medical transcriptionists dedicated to each account and significant security measures, World Wide Dictation offers a high-quality transcription service that can adapt to your existing workflow. Its breadth of options in every aspect earns it our best pick for most flexible medical transcription service.

Pricing structure should be a major consideration in your choice of medical transcription service. Some companies have less-than-transparent pricing models that are no longer considered the standard, such as the per-minute rate. Billing per minute makes transcriptions difficult for a client to audit and puts them at high risk of abuse by disreputable companies. Instead, look for a medical transcription service that bills by the line, in terms of visible black characters (VBCs). As the name suggests, a VBC is any letter, number or punctuation mark you can see. In the standard pricing model, 65 VBCs equals one line, and the rate you'll pay per line should be clear in your agreement.

World Wide Dictation employs this per-line method and charges a competitive rate. Starting at 8 cents per line for the standard 24-hour turnaround, the company is right in line with the prices for the other leading medical transcription services in our review. Additional services, such as direct EMR system data entry, cost 2 or 3 cents more per line, which also aligns with other leading companies.

One nice feature World Wide Dictation offers that we didn't commonly encounter with medical transcription companies is a free trial. At no charge or obligation, you can test out World Wide Dictation's services by uploading an audio file of your own to the company's system for it to transcribe. It also allows you to test different methods of audio dictation delivery and transcribed document receipt to make sure the service will line up with your existing workflow.

World Wide Dictation requires no setup fees or long-term contracts, making it a great option for companies that only need one-off or occasional medical transcription services. Many medical transcription services require you to sign a business agreement at the very least, while some require a minimum 30-day commitment. Still others require a yearlong commitment, so the lack of long-term arrangements makes World Wide Dictation notably flexible.

There's a lot more to medical transcription services than meets the eye. To be sure you get everything you need in a service, it's important to review a list of key features. Here's a closer look at the features we examined in our review and how World Wide Dictation measures up to the competition.

World Wide Dictation assigns dedicated, certified medical transcriptionists to your account. This is especially useful because providers all have unique styles of dictation, not to mention varying inflections and accents. A dedicated transcriptionist learns the nuances of your practice's and staff's dictation styles, making for a more accurate transcription.

It also monitors 100% of the work on a new account for up to a month to ensure it's going smoothly. During this time period, transcribed documents go through multiple layers of editing to ensure accuracy. As the dedicated transcriptionist and your practice develop a relationship, the oversight is reduced. It is worth noting that many medical transcription services maintain layers of oversight throughout the life of the account; however, many of them do not employ dedicated transcriptionists like World Wide Dictation does.

World Wide Dictation offers relatively flexible turnaround times, though its STAT option is a bit slower than some other companies' expedited services. The standard turnaround for all clients is within 24 hours, while a STAT option makes delivery of transcription available within four hours. Some of the other services in our review can deliver transcribed documents within one hour of accessing the audio dictation.

World Wide Dictation offers several methods for you to upload audio dictation, including a secure web portal and a toll-free telephone number for call-in dictation. It also offers a mobile app for iOS and Android devices that uses a secure distribution server to protect sensitive data.

Generally, World Wide Dictation returns transcribed documents via the same secure web portal you can use to upload audio dictation. In the portal, transcribed documents are accessible alongside the audio dictation in perpetuity. World Wide Dictation also offers direct entry into your preferred electronic medical records (EMR) system for an added cost of about 2 cents per line, depending on the complexity and volume of the work.

World Wide Dictation does not maintain or build HL7 interfaces to EMR systems but does offer direct data entry in your EMR. Instead of maintaining integrations, the company logs in to the EMR system directly and populates the appropriate fields with data from the audio dictation.

World Wide Dictation employs 256-bit encryption on its secure web portal and mobile apps. This exceeds the HIPAA requirement of 128-bit encryption. In addition, all medical transcriptionists must be certified, indicating that their knowledge of HIPAA compliance is up to date.

In addition to medical transcription services, World Wide Dictation offers services targeting the insurance, legal and government spaces, as well as court reports and live transcription of public meetings.

Overall, World Wide Dictation offers a flexible service that checks the major boxes.

World Wide Dictation's major limit is its lack of a one-hour turnaround option. While that speed is usually only necessary in hospitals, it is a nice option to have in case you ever need a document returned very soon after uploading audio dictation. However, if you expect to rarely use the STAT option, or if four hours is expedited enough for you, World Wide Dictation offers an excellent service with high security and certified medical transcriptionists dedicated to your account.

The Best Medical Transcription Services of 2020

By Adam Uzialko , business.com Staff | Updated Sep 24, 2020

Find the Right Transcription Service for Your Practice

Compare Our Best Picks

Reviews

InSync Healthcare Solutions: Best Overall Medical Transcription Service

Pricing