Frequently Asked Questions
Reports
What types of reports can you handle? Is my specialty covered?
We handle many types of clients, reports and specialties.
History & Physical Reports
Consultation Reports
Operative Reports
Discharge Summaries
Progress Reports
Emergency Room Notes
Clinic Notes
Referral Notes
Medical Imaging Reports
Pathology Reports
Radiology Reports
Opthamology Reports
Letters
Phone Call Transcriptions
Just about any type of report that can be recorded.
What about normals? Templates? Can I have separate sets for each doctor?
Yes, each dictator can have their own sets of normals or templates, we insert these at the dictators request. Yes we do charge for these.
What format must the reports be in?
The reports are usually sent in Microsoft Word format. We are very flexible in meeting your particular needs however and can accommodate most popular file formats.
Can I import your files into my system?
Yes. We can send reports back in formats such as ASCII text with special headers that allow many radiology RIS systems and medical billing systems to import our reports directly into their systems.
How do you handle inaudible voice files?
As a rule, we normally leave a blank__________ where the word is inaudible or unintelligible and we bold the word/s that we have doubts about. Dictators may either make necessary changes or alterations on the MS Word document directly or provide us with the necessary feedback so that necessary changes can be made and the document re-transmitted.
How can I correct the report?
Open the report using Microsoft Word and then correct the report. Save and then print.
Can I search my files for one particular patient name?
Yes, Foretrans software allows you to search for a single patient name, account number, date or even a procedure or medicine name. This search feature allows you to do statistical work with your office. Notifying patients about a recalled medicine becomes as easy as typing in the medicine name and calling those patients, no more costly searches looking through patient charts.
Can I reprint an entire days files?
Yes, using Foretrans software allows you to reprint each doctors files by day, simply select the location, doctor name and day. Our software then allows you to reprint or open a single file or all files.
Do you provide the paper regular or specialty papers such as sticky back?
No. Since printing is done in most cases from your PC in your office, you must supply the papers and inks for your particular printer.
Will too many reports fill my hard drive and slow down my system?
Yes and No. On average most reports are about 25KB in size. This means you can literally put years worth of dictation on a very small portion of the hard drive. Many clinics will burn backup copies to CD and erase the older files. Foretrans will auto delete as well when setup up to do so at selected intervals. For example we can set Foretrans to erase files older than 3 months every day. This is entirely up to the client. Having too many files however will sometime slow down searches on older systems as the PC struggles to look into every file. Most newer systems with 250MB of ram or more usually do not suffer this problem.
India
Do your MTs speak english? Can they handle odd accents?
Yes, our MTs speak english. Fore has an experienced team of transcriptionists, familiar with various speech patterns, accents and dialects. We provide continuing in-house training to our MT's to keep them updated with continuous developments in medicine and technology to assure high transcription accuracy. At Fore, regular assessments, reviews, extensive skill testing and ongoing education of our transcriptionists is a continuous process. Our Transcriptionists are committed to providing highest quality of transcription possible.
Billing
How do you define line count?
A line is defined as sixty-five (65) characters, including spaces, indent and return. Your bill can be easily verified as it contains detail line counts per report.
What is your turnaround time?
14-24 hours. For example if you upload voice files on Tuesday afternoon you can print your transcriptions Wednesday morning at 8 am .
How do you bill?
We bill every 15 days. The actual billing will list the doctor name, file number, length and line count for each document. By doing a character count in MS Word and dividing by 65 you will have our billing. This allows you to audit page by page your entire bill. We charge the normal line count for preformatted templates and normals.
What is the hand holding period?
This is essentially the period during which the dictating doctors will closely monitor our services, and they will provide regular feedback to us. This is also the period during which errors in unfamiliar and new areas will be addressed and help will be provided in overcoming such errors until the best quality levels are achieved. During this period, the doctors or clinics help will be sought in respect to account related information (Referring Hospitals, doctors or clinics; Clinics, hospitals or doctors commonly referred to, government departments, crisis centers, Counties, local areas of interest, etc.) apart from the regular Physicians list, and hospital dept., etc.
Technical
Will we need our own PC?
Yes, you will need a PC running windows 98SE, 2000 or XP
Will we need an internet connection?
Yes, we highly recommend either a broadband DSL or cable connection. We do not recommend a dialup account.
How do we send our voice files to Fore and how do they send us the reports?
Our software uses encrypted FTP over the internet to move files between the client and ourselves. By simply selecting the upload/download buttons in our software we make this process as easy as possible even for those with no prior PC knowledge.
What is FTP?
This is simply a method of uploading and downloading multiple files over the internet. Similar to HTTP which is a method of transfering single files such as a web page.
Is using the internet secure?
Yes, if using our software FORETRANS, voice files and reports are encrypted for sending via FTP. Our servers are all protected with anti virus suites and files are scanned before being sent back to the client.
What is uploading & downloading?
Uploading is sending voice files from your PC to the remote FTP site. Downloading is receiving reports (Word documents) from the remote FTP site to your PC.
Can Foretrans software run on a Macintosh?
We are sorry but we do not support the Macintosh
What happens if my PC crashes do I lose all of my files?
No! As part of our service, Fore transcriptions USA, Inc. backups up all of your files off site, encrypted, in our offices. This way if for any reason, fire, theft, virus, crash etc, we can resend all of your files and restore them for you.
I have a network and wish my employees to access a central database is this possible with FORETRANS?
Yes. By installing the FORETRANS client on both the server and the client PCs , it is possible for employees on the network to access the reports and voice files by using shared folders.
I have an unsecure PC, can I limit access to the FORETRANS software?
Yes, FORETRANS is password protected.
Voice Files
How do we record voice files?
You can use two methods to record voice files. The first is to use our Call in Voice Server. This system allows you to use a standard telephone to dial into our system and leave dictation. The second method requires the purchase of a digital recorder. You could then record onto the recorder much like a cassette tape and transfer it to your PC and then upload to us.
How can l listen to voice files?
Just click on the DSS/Wav voice file within the correct date folder within the backup voice folder. The files will then play on the appropriate program within windows.
How do you handle inaudible voice files?
As a rule, we normally leave a blank__________ where the word is inaudible or unintelligible and we bold the word/s that we have doubts about. Dictators may either make necessary changes or alterations on the MS Word document directly or provide us with the necessary feedback so that necessary changes can be made and the document re-transmitted.
I have my own digital recorder will it work?
Probably, if it supports wav, mp3, dss or wmv formats. We use Olympus digital recorders such as the DS-2000 or DS-330.
If I upload my voice files today when will I have my reports back?
In most cases your reports will be ready the next morning for downloading and printing.
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