Can I use templates or “normals”?


Can we customize our templates?

During the startup process, or anytime thereafter, you are encouraged to help ZyDoc® Medical Transcription develop new or improve your old templates to help facilitate the process. You can also develop expanded text – frequently used paragraphs – that can be inserted into your documentation with a simple word or phrase. We will also have templates that you can choose from and edit on your end to make custom to your practice.

Do you work with all EHR programs?

ZyDoc® Medical Transcription will absolutely work with all EMR/EHR solutions. We have full integrations with a few and others we use the software as an office user.

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 have many customers who dictate from multiple locations. Each customer comes to us with unique workflow needs ZyDoc® Medical Transcription offers a variety of solutions that will support your workflow and in other cases, improve your existing processes. We have full time programmers who are available to provide a custom solution

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® Medical Transcription has been in business since 1993.

What is your turnaround time?

ZyDoc® Medical Transcription turns around more than 90% of our transcription jobs within 2 hours. We can also provide you with the turnaround time (TAT) required. Standard TAT is less than 24 hours from time the dictation is received. When we work with your account, each report type and the desired TAT is reviewed to ensure your requirements are met.

Can you rush my order?

Yes of course we can rush your order. You will pay a little bit more, but we can return your 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 secured login and password and we are cloud-based. You can login from anywhere.

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

Yes of course we omit that.

Do you offer transcription services in other languages?

Not currently.

Can you transcribe multi-speaker files?

Yes. We offer transcription for multi speakers. Contact ZyDoc® Medical Transcription for rates.

How do you handle difficult accents or inaudible transcription?

Each provider has a dedicated team of 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 feedback from our providers, which helps to quickly correct any issues.

What level of quality and accuracy can I expect?

ZyDoc® Medical Transcription prides itself on achieving the highest accuracy available. The infrastructure is built so that the same medical transcriptionist 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 the Continuous Improvement Process in detail.

What medical specialties do you work with?

ZyDoc® Medical Transcription will work with healthcare providers in all specialties. With a staff of transcriptionists trained in all specialties, we are confident that we can quickly assemble a highly trained team for your practice.

How do you get referring physician information?

It is recommended to receive an initial list with the referring doctor’s contact information when we begin working with your facility. Updates can be sent to us as needed. If you are unable to extract this information from your system, or do not have a list, ZyDoc®

Medical Transcription has an extensive database where we access the information needed.

How do you get patient demographics?

There is no single answer for this question. For larger groups, EMR integration and/or VPN access is a better solution. This allows us to have complete access and enables ZyDoc® Medical Transcription 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. While on the other hand, many doctors will dictate the name very quickly and we are on our own to spell the name correctly. We prefer the patient schedule be electronically sent to us each day.

How do ZyDoc® Medical Transcription documentation solutions work?

Doctors dictate by smartphone, digital recorder or telephone; specialty-specific medical transcriptionists create highly accurate text and return as a transcribed document. EHR section level insertion is available.

Can you give more specifics on how it works?

Glad you asked! There are three ways to provide dictation: with ZyDoc® Medical Transcription’s flagship smartphone app SpeechDocTM, using a digital handheld recorder, or through the toll-free TelDoc dictation system using any standard telephone connection. Digital files are downloaded onto a workstation with internet access, which is then automatically transmitted to ZyDoc® Medical Transcription 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® SpeechDocTM is a smartphone medical documentation application that enables doctors to easily dictate their encounters. Clinicians select the patient from the schedule on the SpeechDocTM app, choose the job type, dictate and send. Our HIPAA compliant, cloud-based TrackDoc ConnectTM platform, coupled with highly skilled U.S. transcriptionists, generates extremely accurate text that automatically is inserted into the appropriate sections of your EHR!

How does this help doctors?

The ZyDoc® Medical Transcription® documentation solution with SpeechDocTM enables doctors to use dictation and work much faster and more accurately than using keyboard and mouse, unskilled scribes or highly technical and inaccurate speech recognition. This produces a more understandable health record which justifies higher reimbursement, helps withstand audits and lowers malpractice risk. TM saves the doctor time and alleviates the stress of dealing with the EHR documentation burden.

Do you have a medical documentation solution for clinicians?

es! 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® SpeechDocTM is the answer.

What is the process for changes within the document?

We prefer to make the changes to the document. This way, we are informed and can improve our quality. 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 implementing your account, so there is 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?


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

Yes! SpeechDocTM is ZyDoc® Medical Transcription’s flagship smartphone medical documentation application. You can download it from the Google Play or the Apple app store.

How does the toll-free dictation solution work?

Dictation can be accomplished using any telephone. Simply dial our toll-free number, and follow the few prompts (doctor ID, patient ID, and begin dictating). The voice files are immediately available on TrackDocTM, 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?

There are numerous recording options for use with ZyDoc® Medical Transcription services. 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 needs 24/7. If you do not want your dictations leaving the U.S., this will be adhered to with the strictest policy. Any restrictions you require will be clearly stated in our agreement.

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® Medical Transcription to be in a position of having resources standing by.

Do you have court/medical trained transcriptionists?

We have many transcriptionists with variety of backgrounds. We have expertise in the medical and law field.

What are the minimum system requirements?

The solution(s) will depend upon the minimum system requirements. Contact us to discuss any concerns, and we can evaluate the options that are available to you. We can send you our minimum specifications document for your review.

Is your service HIPAA compliant?

Yes. All ZyDoc® Medical Transcription documentation solutions are fully 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. ZyDoc® Medical Transcription production systems use HITRUST CSF-Certified cloud service providers. Our data is fully encrypted at rest and in-transit using NIST approved mechanisms.

ZyDoc® Medical Transcription is HIPAA compliant. Our proprietary software 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, through the utilization of TrackDoc, all your audio dictations and final documents are stored in our secure online data center. ZyDoc® Medical Transcription was operational during the Northeast blackout due to the robust infrastructure in place.

How is your customer service?

ZyDoc® Medical Transcription provides 24/7/365, US based, award-winning customer service. ZyDoc® Medical Transcription was recently recognized as ranking #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. A ZyDoc® Medical Transcription Customer Relationship Manager will be happy to work with you! Contact us at 1-800-546-5633 / sales@zydoc.com to schedule an appointment that meets your schedule.

Can I see a demonstration?

Yes. You can book a time for a demonstration at your convenience right online.

Do you offer a free trial?

Yes. You can start a 14-day FREE TRIAL on our Plans & Pricing page.

Please explain your money-back guarantee.

ZyDoc® Medical Transcription has a 14 Day Free Trial available for you to experience our SpeechDocTM medical transcription solution at no charge.

How does the guarantee work?

There are numerous objectives with a money-back trial. Some customers want to try a variety of services or telephone services versus handheld devices. A customized trial will be established for an appropriate length of time that will service the purpose of you making a good business decision to continue to work with ZyDoc® Medical Transcription.

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 to Fit your Practice and sign agreement
  3. Download the SpeechDocTM app from Google Play or Apple Store
  4. Get Started!

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?

There are a variety of pricing options, depending upon your solution. Contact us at 800.546.5633 to determine the best value for your business needs. You can also view Plans to Fit your Practice on our Plans & Pricing page.

How will you bill me?

Every account has options. Your practice may pay by credit card or by AHC Invoice with Net 30 payment terms.

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 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 ConnectTM 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 flagship smartphone SpeechDocTM mobile app frees clinicians from the 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® Medical Transcription 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

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