Accurate and consistent
The service offers note-level QA against approved terminology and templates. Record errors and corrections rather than assuming review makes every note correct.
BPO Service
Medical Transcription Outsourcing
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Direct answer
Medical transcription outsourcing turns clinical dictation into draft notes for clinician review. Actigy BPO transcribes audio and edits speech-recognition output through delivery teams in Bulgaria, Romania, Poland and Ukraine. Work follows your electronic health record (EHR) workflow, templates, QA and agreed turnaround rules. Clinicians retain responsibility for clinical content and final sign-off.
Describe your workflow, volume and required coverage. You decide on a pilot after reviewing the written scope.
Defined data-access controls · You own the SOPs · Pilot before you scale
Transcription scope check: agree how unclear audio, missing context and urgent notes are handled. Transcription prepares a draft for clinician review; it does not authorize clinical content.
At a glance
Medical transcription outsourcing at a glance
| Provider | Actigy BPO (Prague; delivery in Bulgaria, Romania, Poland and Ukraine) |
|---|---|
| Service | Medical Transcription Outsourcing |
| Work in scope | Dictation transcription, Speech-recognition editing, Template formatting, QA review, Turnaround management, EHR-ready delivery |
| Pricing model | Monthly rate per FTE; audio volume, specialty, source quality and review needs determine staffing |
| Engagement | Managed team or staff augmentation |
| Team includes | Trained operators, a Tech Lead, and QA |
| Coverage | Up to 24/7, set per engagement |
| Delivery region | Bulgaria, Romania, Poland and Ukraine (Central and Eastern Europe) |
| Controls | Agreed PHI access, data handling and QA; ISO 9001-aligned and SOC 2-aligned, not certified or audited |
| Time to pilot | Agreed after access, templates, agreements and operator readiness checks |
| You keep | Policy, approvals, and final decisions |
How does medical transcription outsourcing work?
The service starts with clinician dictation or a speech-recognition draft and produces a formatted note for review. The team follows your templates, terminology and correction rules. The scope should define how operators flag unclear audio or missing context without inventing clinical details.
Every document passes a QA review for accuracy and formatting before delivery. Turnaround is managed to agreed service level agreements (SLAs). Access is scoped and logged under client-approved access and review rules, so documentation quality and patient privacy are handled together.
Transcription and speech-recognition editing are different jobs. Transcription starts from the audio file. Editing starts from an automatic speech recognition (ASR) draft and corrects it to a clean note. The team matches the approach to your workflow and to the quality bar for each specialty.
A typical flow has four steps. The clinician dictates, or your speech-recognition system produces a draft. An operator transcribes or edits the note in your template. QA reviews the note for accuracy and formatting. The finished note goes into your EHR for clinician review.
Some decisions stay with your team. Clinicians keep the clinical content of every note and approve it before it is final. Your team keeps the templates, the privacy policy and access approvals. Routine reports follow the standard turnaround in the SLA, and STAT reports are urgent and move to the front of the queue.
How should QA and turnaround be defined?
Define the clock, review rules and handoff before measuring transcription performance. A draft delivered to the EHR is not a clinician-approved final note. The scope must separate those events.
| Work or event | Definition to agree | Record for review |
|---|---|---|
| Routine notes | Start at the agreed receipt event. State required audio, templates, staffed hours and the reviewed-draft completion event. | Receipt and draft-delivery times |
| Urgent or STAT notes | Confirm which notes qualify, staffed coverage, priority and the escalation owner before accepting an urgent target. | Priority request, acceptance and handoff |
| Unclear audio or missing context | Flag the gap without inventing content. Define who answers the query and whether the clock pauses. | Query, pause reason, response and restart |
| Corrections and QA | Define terminology, formatting and content-error checks, review coverage and how corrected drafts are tracked. | Review findings and correction history |
| Clinician sign-off | The clinician reviews and approves the clinical content. Track this separately from draft delivery. | Approval or returned query |
Capabilities included
Which medical transcription tasks can the team handle?
The team can transcribe audio, edit speech-recognition drafts, format notes and review them before handoff. Agree review coverage, correction tracking and urgent-note escalation for the included specialties. Clinicians retain responsibility for clinical content and final approval.
Dictation transcription
Audio dictation transcribed accurately into clinical notes across specialties.
Speech-recognition editing
ASR drafts reviewed and corrected against the audio to a clean, chart-ready document.
Template formatting
Notes formatted to your templates and section standards, so every clinician's notes follow one layout.
QA review
Each document checked for accuracy, terminology, and formatting before delivery.
Turnaround management
Routine and STAT turnaround handled to agreed SLAs, with urgent reports prioritized.
EHR-ready delivery
Completed documents delivered into your EHR or document workflow, ready for clinician review.
Which healthcare teams need outsourced transcription?
This medical transcription service fits:
- Hospitals, clinics, and physician groups with documentation backlogs
- Specialties with heavy dictation volume and template needs
- Practices whose clinicians spend evenings finishing notes
- Transcription companies needing overflow or QA capacity
- Operations leaders standardizing clinical documentation quality
- Groups that want transcription and billing support under one delivery team
Scenarios
When should you consider a transcription team?
Teams outsource medical transcription in four common situations.
Clinicians are finishing notes late at night.
The team prepares draft notes for review, with a pilot measuring documentation time and corrections.
Your transcription turnaround has slipped.
The team manages routine and STAT SLAs and reports on them every month.
You need STAT turnaround for some reports.
The team moves time-sensitive documentation to the front of the queue.
Note quality varies by clinician.
Template and terminology checks identify variations for correction or clinician clarification.
Is this medical transcription service the right fit?
When the service is a strong fit
- Your clinicians lose time to documentation and want it off their plate
- You need consistent, template-correct notes with QA
- You require managed turnaround, including STAT priorities
- You want Scoped patient-data access of clinical audio and text
- Your volume varies and you need flexible capacity
- You can give scoped access to dictation audio and your EHR
When another model may fit better
- You need an in-room real-time scribe rather than asynchronous transcription and editing
- You want to purchase speech-recognition software rather than a documentation service
- You cannot provide compliant access to dictation and your EHR
- Your documentation volume is negligible
Transcription delivery
What supports consistent transcription quality?
Turnaround you can rely on
Define routine and STAT turnaround by document type, with staffed hours, start and stop points, and an exception route.
Scoped patient-data access
Scoped, logged access and documented privacy practices protect clinical data.
Clinicians get time back
Clinicians review prepared notes instead of drafting every note from scratch. Measure review time and correction workload in the pilot.
Delivery method
Pilot plan for medical transcription outsourcing
The team pilots medical transcription on an agreed document sample before any team scales. The plan below uses three stages, and you decide at the scale gate.
| Stage | What happens |
|---|---|
| Readiness | Review dictation sources, document types, templates, volume and turnaround targets. Agree the SOP, access, required data agreements and quality measures. Train operators on terminology and assess readiness before live work. |
| Controlled pilot | Test one specialty or document type with agreed QA coverage. Measure accuracy, corrections and routine and STAT turnaround against your targets. Resolve unclear audio and template exceptions before expanding. |
| Scale gate | You approve scale when accuracy and turnaround meet the thresholds in the SOP. The team then ramps to full volume with capacity planning, and QA sampling and root-cause reviews continue every month. |
See the full delivery method: How the pilot works
Related services and industries
Services
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Visibility
Which transcription measures are reported?
The team reports accuracy, routine and STAT turnaround, volume and backlog every month and reviews each number with you. Exceptions such as unclear audio or missing templates appear in the same report. The same discipline applies whether you run a single clinic or work at enterprise Healthcare & Clinics scale.
- A QA sample of completed work, scored against the accuracy bar agreed at go-live
- SLA attainment - turnaround and throughput measured against your targets
- Volume, backlog, and exception trends, so capacity stays ahead of demand
- Root-cause notes on any error, with the SOP change made to prevent a repeat
- A monthly business review with your point of contact and the team lead
Engagement model
How is medical transcription outsourcing priced?
Actigy BPO quotes transcription per FTE role after reviewing audio volume, source quality, specialties and turnaround needs. Compare the cost-to-quality ratio on reviewed notes and correction workload. Medical billing is a separate downstream scope; technical support concerns tool troubleshooting, not clinical documentation.
Many transcription vendors charge per line or per minute of audio. With per-full-time-equivalent (FTE) pricing, you see the roles, the Tech Lead and the QA behind the cost. Compare both models on cost per finished note and on turnaround after the pilot.
FAQ
Frequently asked questions
What is medical transcription outsourcing?
Medical transcription outsourcing delegates clinical documentation to a trained team: transcribing dictation or editing speech-recognition drafts into formatted notes. The team returns accurate, template-consistent documents with QA review and managed turnaround. The team works inside your EHR and dictation workflow, under scoped patient-data access. Clinicians keep approvals and final sign-off on every note.
Does the team transcribe or edit speech-recognition output?
Both. The team transcribes from audio dictation, or it reviews and corrects speech-recognition drafts to a clean, chart-ready note. The approach is matched to your workflow and the quality bar for each specialty. The pilot shows which approach gives the better turnaround and accuracy for your notes.
How is patient data protected in transcription?
Actigy BPO scopes access to the dictation and records each role needs. Review logging, retention, transfers and incident handling before sharing PHI, together with the required Business Associate Agreement. Its security and data-processing pages describe the approach; your compliance owner should assess the actual arrangement.
Can the team meet STAT turnaround?
The team can scope urgent-note handling, but the proposal must confirm the document types, staffed hours, turnaround target and escalation path. Define when the clock starts and stops and how unclear audio affects delivery. Review pilot results before relying on a STAT commitment.
Will documents arrive in our EHR format?
The team works to your approved templates and agreed EHR handoff. Test field mapping, formatting and correction handling on a document sample before launch. A formatted draft still needs clinician review and may require corrections.
How much does medical transcription outsourcing cost?
Actigy BPO prices transcription per FTE: a transparent monthly rate per role, set by the role and your specialty, not per line or per minute. A Tech Lead owns QA, and you choose a managed team or staff augmentation. The team works in your EHR and dictation workflow and quotes after a short process audit. The quote names the roles, the Tech Lead, QA and coverage hours.
Is outsourced medical transcription accurate?
Accuracy depends on source audio, terminology, instructions and review. The team can test a representative sample and report errors, corrections and unresolved queries against an agreed standard. QA reduces risk but does not guarantee an error-free note; clinicians retain final approval.
What should you check before a transcription pilot?
Use these six questions to review the proposed transcription scope.
Start with a paid pilot
Include difficult audio and template exceptions when choosing the pilot sample.
Staffing-based pricing
Ask how audio length, editing complexity and urgent-note coverage affect staffing and cost.
You own the documentation
Keep approved templates, terminology rules and correction records available for handover.
Clean exit
If you end the engagement, the team returns current documentation and supports the handover.
Data protection
Approve audio and chart access, retention and transfer rules. ISO 9001 and SOC 2 alignment is not certification or an audit report.
Time zones
Agree staffed hours for routine and urgent notes, plus the clinician contact for unresolved content.
Actigy BPO treats clinician-reviewed records as inputs to revenue cycle management outsourcing, not as permission to change clinical content.
Outsource the process. Keep control of the outcome.
Tell us what process you want to outsource. The team will assess scope, complexity, staffing model, and delivery cost.
Describe your workflow, volume and required coverage. You decide on a pilot after reviewing the written scope.
Scope a pilot
What happens next
The team reviews the workflow before proposing a written scope. You decide whether to start a paid pilot after reviewing it.
Thank you. Your request was received. The team will review the workflow before discussing next steps.