Etranscript Transcription and Typing Services - Process for Dictation Transcription

Transcription Process for Dictation

(letters, emails, reports, manuals, etc)

No cumbersome arrangements are required to commence transcription work. We would require templates or instructions with regard to your requirements along with your audio files and away we go. We will send a Confidentiality Undertaking to you prior to commencing your work. A process of constructive feedback from you, the client, will be necessary to perfect your work and provide you with a first class transcription service. This usually takes a few days and then we are set to complete your work to suite your requirements.

The transcription work process for dictation is as follows:

1. Record the dictation

Firstly, you will need to record the information that you require to be transcribed. This is done by using one of the many available digital recorders on the market today. Alternatively, you can set up your laptop or desktop computer to record your dictation (try Express Dictate for this purpose ). Click here to read more about recording devices.

You will need to refer to the user manual that you received when purchasing your recording device. This will assist you in obtaining the best possible recording quality. This is important as it affects the speed at which the final dictation file can be transcribed which in turn will impact on the transcription charge rate. There are, in fact, many factors that influence both the speed of transcription and the quality of the final transcript or typed document. Read more about audio quality.

2. Send dictation files to us

Once you have completed the recordings you will need to send these files to etranscript for transcription/typing. This can be done in a number of ways:

File sizes smaller than 5 Mb can be emailed to us.

Transfer your audio file via an https facility. This facility allows for the secure transfer of large audio files. Upload your audio file now.

We are able to access FTP sites to download audio files from a location specified by yourself.

3. Transcription of your dictation files

The transcription process begins as soon as we have received the files from you. Your dictation files will be saved locally and spot checked to ensure that we have received suitable sound quality. Using transcription software, we will then transcribe the audio file into a typed document as per your requirements. When transcribing dictation for the purpose of typing business, private or legal correspondence, we will utilise either the templates provided by yourself or make use of our standard templates. All typing is done using MS Word.

Turnaround time for dictation work is usually within the same day - the work will be completed within 12 to 24 hours depending on the size of the task. It is possible for client's to take advantage of the time zone differences (we are in South Africa), whereby we will transcribe your work while you sleep and you receive your work in your email inbox the next morning. Our aim is to provide an accurate and efficient transcription service, your deadlines are therefore very important to us.

4. Completed document is sent to you

The completed document is then quality assured (QA'd) by us - this involves replaying the audio and double checking for any typo's and spelling errors. Once the QA process is complete, the typed document will be emailed to you. It will, of course, be necessary for you to perform the final checking.

And that's it folks - it's as simple as that!