Frequently Asked Questions

Can I use templates or “normals”?

Yes.

Can we customize our templates?

During the on-boarding process or anytime thereafter, you are encouraged to help ZyDoc develop new templates for you, or improve your old templates. You can also develop expanded text (such as frequently-used paragraphs) that can be inserted into your documentation using a simple word or phrase. Furthermore, we have popular templates that you can choose from and edit to make custom to your practice.

Do you work with all EHR programs?

Yes! ZyDoc has the technology to work with all EMRs/EHRs.

What if we don’t use an Electronic Health Record (EHR)?

Not a problem! We will gladly work with all offices, even those without an EHR. You will get your reports in the format that you want and need for your existing workflow. You can just download the reports right from our website.

We have multiple locations. How would this work?

We work with many doctors who dictate from multiple locations and offer a variety of solutions to support your workflow and improve your existing processes. We have full-time programmers who are available to provide a customized solution for you.

Is your service HIPAA compliant?

Yes. All ZyDoc® Medical Transcription documentation solutions are fully HIPAA compliant.

How long has your company been in business?

ZyDoc has been in business since 1993. Since then, we’ve processed over 10 million documents for doctors. Also, we are headquartered in New York and our CEO is a practicing retina surgeon.

What is your turnaround time?

ZyDoc proudly transcribes more than 90% of our transcription jobs within two hours. We can also provide you with the turnaround time (TAT) required. Our standard TAT is no more than twenty-four hours from the time the dictation file is received. When we work with your account, each report-type and the desired TAT is reviewed on an ongoing basis to ensure your requirements are met.

Can you rush my order?

Yes! We can return your transcription jobs back to you as fast as you need them.

Will I have access to transcribed medical records from my computer?

Yes. You will have a secure login and password and we are cloud-based. You can login from any internet browser.

Do you edit filler words (i.e. um, uh)?

Yes, we omit them.

Do you offer transcription services in other languages?

Not currently.

Can you transcribe multi-speaker files?

Yes! We offer transcription services for multiple-speaker files. Contact us for details.

How do you handle difficult accents or inaudible transcription?

Each provider has a dedicated team of experienced transcriptionists assigned specifically to them. Our transcriptionists are trained to quickly become familiar with the accent and dictation style of every provider that they work with. This promotes the fastest and most accurate transcription possible. If there are any parts that are inaudible, we will flag or highlight it so that the doctor can review and fill in the missing information. We also welcome ongoing feedback from our providers, which helps to quickly correct any issues. Moreover, every account plan includes having a U.S. editor reviewing the transcribed documentation for quality assurance purposes.

What level of quality and accuracy can I expect?

ZyDoc prides itself on achieving the highest accuracy available. Our infrastructure is built so that the same medical transcriptionist always receives a specific doctor’s dictation. This allows us to deliver high-quality accuracy in a short amount of time. For more information on the specific quality assurance process, please contact us for our complete information packet, which includes our “Continuous Improvement Process” in detail.

What medical specialties do you work with?

ZyDoc works with healthcare providers in all specialties.

How do you get referring physician information?

We recommend sending an initial list with your referring doctors’ contact information when we begin working with you. Updates can then be sent to us as-needed. If you are unable to extract this information from your system, or do not have a list, ZyDoc has an extensive database where we access the data needed.

How do you get patient demographics?

We can receive patient demographics in various ways. For larger groups, EMR integration and/or VPN access is an ideal solution. This allows us to have complete access and provides ZyDoc with the ability deliver complete and accurate documents without interrupting your daily operations.

Some doctors will dictate the patient’s name, spelling the names carefully and slowly. Conversely, many doctors will dictate the name too quickly and it becomes challenging to spell the name correctly. Ideally, we prefer the patient schedule gets electronically sent to us each day.

How do ZyDoc® Medical Transcription documentation solutions work?

Doctors dictate by smartphone, digital recorder, tablet or telephone; specialty-specific medical transcriptionists then transform the dictation files into highly accurate text, which is returned as a transcribed document. EHR section-level insertion services are available as well.

Can you give more specifics on how it works?

There are four ways doctors can provide us with dictation files to transcribe: (1) using ZyDoc’s smartphone recording app on an Android or iPhone; (2) using a digital handheld recorder; (3) using a tablet such as an iPad; or (4) through our toll-free TelDoc™ dictation system using any standard telephone connection. When using a handheld recorder, dictation files can be downloaded onto any workstation with internet access, which is then automatically transmitted to ZyDoc for transcription. The completed transcribed documents can be returned to any Windows PC or laptop with internet connection. You may choose to auto-print, sort by author name, or simply download your documents.

Does ZyDoc® Medical Transcription have an end to end solution for medical documentation from dictation to EHR insertion?

Yes! ZyDoc enables doctors to populate their EHR from anywhere, and at anytime. They simply select a patient from their schedule on our smartphone recording app, choose a job-type from a list of preloaded templates, dictate and send. Our HIPAA-compliant, cloud-based TrackDoc™ Connect system, coupled with skilled transcriptionists and U.S. editors, generates highly accurate text that is automatically inserted into the appropriate sections of your EHR!

How does this help doctors?

ZyDoc enables doctors to complete clinical notes much faster and more efficiently than using a keyboard and mouse, unskilled scribes or inaccurate speech recognition software by using a dictation-based workflow. This produces a more understandable health record which justifies higher levels of reimbursement, helps withstand audits and decreases insurance claims denials. As a result, ZyDoc alleviates doctors’ EHR documentation burden and avoid physician burnout

Do you have a medical documentation solution for clinicians?

Yes! For clinicians who need to create comprehensive encounters required for high-quality medical care and want a documentation method that is efficient and easy-to-use, ZyDoc is the answer.

What is the process for changes within the document?

We prefer to make any changes to a document. This way, we can improve the quality of our services. However, we understand that some changes are minor, and that it is easier and faster for you to make your own changes. We will discuss this in detail before establishing your account, so there is a consensus of how to best provide you with quality delivery on a consistent basis, with little interruption to your practice.

Can I use a variety of dictation devices including telephone, a digital recorder as well as the smartphone app?

Yes!  You can also use any tablet, such as an iPad.

Does ZyDoc® Medical Transcription® have an app so I can use my smartphone to dictate?

Yes! We have an iPhone and Android-compatible smartphone recording app. You can download it by searching for “ZyDoc” in Google Play or the Apple store.

How does the toll-free dictation solution work?

Dictation files can be sent to ZyDoc using any telephone. Simply dial our toll-free number, and follow the several prompts (doctor ID, patient ID, and begin dictating). The voice files are immediately available on TrackDoc™, referencing the patient ID for easy searching; similar to UPS tracking. With proper authorization designed into the workflow, this audio file may be shared with other physicians immediately, in the event there is an urgent need until the transcribed report is available.

How does the hand-held recorder work?

Please contact us for details on compatibility of the dictation devices you plan to use in your facility.

Who will transcribe my audio?

We have transcriptionists within the United States and abroad who can attend to your transcription needs around-the-clock. If you do not want your dictations leaving the U.S. for security reasons, this will be adhered to with the strictest policy.

How many transcriptionists does ZyDoc® Medical Transcription have?

The number of transcriptionists varies from day to day, as volume increases over time. We are constantly approached by transcriptionists looking for more work, which allows ZyDoc to be in a position of having resources standing by.

Do you have court/medically trained transcriptionists?

We have many transcriptionists with a variety of backgrounds. We primarily have expertise in the medical field.

What are the minimum system requirements?

The ZyDoc solutions that you sign up for will determine your minimum system requirements. Please feel free to contact us to discuss any concerns, and we can evaluate the options that are available to you. We would be happy to send you our minimum-specifications document for your review.

Is your service HIPAA compliant?

Yes! All of our medical documentation services are 100% HIPAA-compliant.

How do you keep my information secure?

We are fully browser-based with no locally installed software. We also have robust system controls and auditing systems. Our production systems use HITRUST CSF-Certified cloud-based service providers. All data is fully encrypted at rest and in-transit using NIST approved mechanisms.

ZyDoc is also completely HIPAA-compliant. Our proprietary software and document platform encrypts your files at 128-bit encryption meet HIPAA standards while it is still in the transcription device. Therefore, your patient information is secure while audio files are transported throughout the workflow process. Finally, all of your audio dictations and final documents are stored in our secure online data center, TrackDoc™. Rest assured that ZyDoc will always be operational due to the robust infrastructure we have in place.

How is your customer service?

ZyDoc provides friendly, U.S. based, award-winning customer service 24/7. In fact, we were ranked #1 in Customer Service and Support in the 2018 Top Medical Transcription and Technology Services & Documentation Solutions Survey, conducted by Black Book Market Research.

Can I speak to ZyDoc® Medical Transcription about our specific medical documentation needs?

Absolutely! Contact us today at 1-800-546-5633.

Can I see a demonstration?

Yes! We offer personal demonstrations of our mobile recording app and cloud-based TrackDoc™ document management platform via screen-sharing software. Contact us to setup a convenient time.

Do you offer a free trial?

Yes. You can start dictating unlimited notes during your 14-day free trial by completing this form.

Please explain your money-back guarantee.

ZyDoc has a 14-day free trial available for you to experience for yourself how we can streamline your clinical documentation workflow and avoid physician burnout. No credit card is required.

How does the guarantee work?

Our 14-day free trial requires no credit card. You can experience using ZyDoc firsthand with no risk to you.

How do I get started with the ZyDoc® Medical Transcription’s SpeechDocTM solution?

Getting started is easy!

1. Visit our Plans & Pricing page
2. Select a plan that’s right for you.
3. Download our smartphone recording app from Google Play or the Apple Store
4. Start dictating!

What is involved with getting a ZyDoc® Medical Transcription Solution implemented?

A ZyDoc® Medical Transcription representative will work with you to discuss your workflow and solutions. After determining what solution is best for you, an agreement is prepared, which documents the terms of the free trial and moving towards full implementation. Upon receipt of a signed agreement, we begin to go to work for you. The representative will orient the internal team on all details, followed by an Implementation Meeting with your group (or main contact person). In this meeting, we work out all the details of getting started (participating doctors, samples, patient demographics, referring physicians, technology set up scheduled, start date, etc.). Following this start-up has allowed ZyDoc® Medical Transcription to increase our volume month-over-month this past year. We hope you will allow us the opportunity to provide you with the same great service many of our customers experience every day.

How long does it take to get the technology portion set up?

Depending on the solutions you would like installed the average install time is less than 15 min.

Who will train me?

One of our technicians will train you on how to upload audio, receive documents, use the handheld digital device (if applicable), and utilize the TrackDoc website. Instructions on how to use the toll-free dictation system, a telephone directory of your main contacts at ZyDoc® Medical Transcription, and a user manual for the TrackDoc web-based solution is provided at the appropriate time. ZyDoc® Medical Transcription representative is available to assist you at any time.

How much does your service cost?

TWe offer a variety of pricing options, depending on your business needs. For more details, please view our Plans & Pricing page.

How will you bill me?

Every account has options. Your practice may pay by credit card or by AHC Invoice.

How do you define a line of text?

A “Line” means sixty-five (65) characters, with a fraction of a line rounded up to the next line. A “character” means any keystroke necessary for the final appearance and content of a document. For Company’s transcription services, there is a 25-Line minimum per job. A standard page is thirty (30) Lines.

What are the specifics of defining a line of text?

We adhere to the AHDI standard. One line equates to 65 characters, including spaces. Footnotes, endnotes, headers and footers are part of the document and typically counted. Two or more successive spaces or tabs are counted as one character. There is no charge for page breaks, formatting (bold, underline, indentations, etc.), carriage returns, or spaces on a line without text. Total lines in a document are calculated by the total characters, including spaces, then divided by 65. The total billable lines are rounded. Refer to the following two examples: EXAMPLE 1: Total characters, including spaces = 7,000 Total characters divided by 65 = 107.6923 lines EXAMPLE 2: Total characters, including spaces = 6,000 Total characters divided by 65 = 92.307 lines.

About ZyDoc® Medical Transcription

EHR documentation does not have to be slow and frustrating for clinicians at hospitals, ambulatory surgery centers and practices of all sizes and specialties. At ZyDoc® Medical Transcription we believe you should be able to easily implement and use our solutions, work more efficiently, provide better medical care and operate a successful business. For 25 years we have provided award-winning, technology advancements that improved medical documentation: EHRs, medical informatics and security standards, speech recognition, digital recorders, smartphones, cloud-based platforms, natural language processing and EHR interoperability. Our technology is complemented by a highly-skilled U.S. transcription workforce, backed by the #1 ranked customer support ZyDoc® Medical Transcription Operations Center. Founded and managed by a retina surgeon, ZyDoc® Medical Transcription understands physicians’ needs and solves their documentation challenges.

About ZyDoc® Medical Transcription Documentation Solutions

ZyDoc medical transcription and EHR documentation solutions allow clinicians to easily and naturally capture their clinical encounters with dictation on smartphones, telephones or digital recorders to ease their documentation burden and avoid burnout. The voice, text and data always remain secure on our HIPAA compliant, enterprise cloud-based TrackDoc™ platform hosted in multiple Microsoft Azure Centers. Our platform requires no software installation, works with any browser on any device and can be implemented in minutes. Workflow, accuracy measurement and monitoring tools enable ZyDoc® Medical Transcription to produce extremely accurate transcripts. Over 90% of the jobs can be delivered within 2 hours as professionally formatted documents.

The completed jobs are stored and searchable on our cloud platform and can automatically be inserted into the appropriate sections of the EHR.

Our smartphone recording app frees clinicians from working in their EHR so the doctor only must select the patient, pick the job type, dictate and send. Unlike tedious keyboard and mouse data entry, unskilled scribes, or highly technical and inaccurate speech recognition, ZyDoc saves the doctor time and alleviates the stress of dealing with EHRs.

Can you walk me through your Terms of Service?

Yes! For any legal questions regarding ZyDoc’s Terms of Service, please contact our in-house attorney, Jonathan Maisel, at legal@zydoc.com or 613-706-3489.

I have a legal question about your Terms of Service. Can you help?

Yes! For any legal questions, please contact our in-house legal counsel, Jonathan Maisel, at legal@zydoc.com or 631-706-3489