Privacy, confidentiality and security of client information is determined by the following:
Physical Security: Is physical access to your workplace secured? Yes
Information Security: Is your transmitted data secure? Yes
Desktop Access: Is access to your network limited by auto-logoff, ID/password protection, password protected screensavers, appropriate personnel classifications, etc.? Yes
Business Associates and Partners: Do you maintain up-to-date contractual agreements with all business parties AND do you audit their compliance? Yes
Auditing: Do you maintain on-site & off-site capability to retrieve pertinent records within specified time-frames & will it be maintained for the requisite period? Yes
Documentation: Do you have all the necessary policies documented & are they followed, enforced, taught to employees, etc.? Yes
Non-disclosure and confidentiality agreements with each and every transcriptionist, editor, proof reader and any other employee/business associate who handles voice files, transcripts and/or client information. If need be, we also encrypt the transcript/document and are willing to sign confidentiality agreements with our clients.
There will be some instances where our transcriptionists and proofreaders cannot understand words because the speaker mumbled, talked too fast, volume was low or background noise obscured the words. Our transcripts reflect exactly what we can hear.
The number of "inaudibles" in a transcript is an indication of the recording quality of the audio. The more difficult the audio is to hear, the higher the number of inaudibles. We do our best to clear up as many inaudibles as possible and to identify speakers and spell terms correctly. We use the Internet to research and we routinely ask clients to provide a list of names and terms that might have been used.
We do our best to identify who is speaking in our transcripts, but there are times when it isn't clear who is speaking when participants have similar-sounding voices or accents or if they weren't identified originally and there's no way to infer from the conversation. You should expect to do some light editing on our transcripts to make sure we identified people properly and used the correct spelling of products or services.
The more we work with a client, the more familiar we become with names, voices and terminology. And that's why customers use us again and again.