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Home / Posts tagged "transcription services"

Verbatim Transcripts – Tips Every Client Should Know.

Verbatim Transcripts simply refer to a transcript in which a transcriptionist types every word heard exactly as it is spoken, without making any further changes or revisions to it. Therefore it is crucial the microphone for recording is placed closest to the speaker, preferably in a room with good acoustics, in a quiet environment where there is no background noise and also preferably no interruption to the interview.

 

These kind of transcripts are the most common ones that clients prefer and since every word or utterance is typed out just as it sounds, this is the perfect transcript format to use in court depositions or hearings. In addition to the words, verbatim transcripts also take other factors such as background sounds into consideration during the transcribing process. If the audio file being transcribed is for a court hearing, then even minor sounds which may have been left out of a transcript otherwise become important. For instance, the sound of a door opening and sound of footsteps across the floor also becomes important in such cases.

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One of the first important things you need to be clear about when asking your transcription agency for a verbatim transcript is to let them know if each and every word and sound needs to be mentioned as such in the final transcript copy. There may be a few important sounds which you would want to feature in the transcript as well as other unimportant ones which will not be missed if they are left out. It’s advisable to give the agency some written guidelines for a set of audio files or for each audio file as per your requirements, so that it makes a transcriptionist’s job easier. In that way, they won’t waste time on the little bits that don’t need to be transcribed and can focus on the other parts instead.

 

Secondly, it can also be difficult for a transcriptionist to listen to multiple speakers at talking over each other at the same time can be impossible to hear and transcribe everything verbatim. So as a client, if the information you are working with is crucial, one of the best ways to ensure that you don’t miss out on getting each word spoken by all the speakers is to use more than one recorder while recording the interview or questioning.  Yes, it does require more effort on your part but it will be worth it in the end. Just remember to ensure that any recording does not take part in a room with an echo and that the recorder itself is held at a short distance away from the speaker’s mouth. This way, the spoken sentences will be much more audible on playback.

 

Verbatim transcripts can be a very handy tool especially when it comes to any legal or law enforcement concern. Give us a call today and we will transcribe any important audio files with a fast turnaround time for you!

Investigative Transcriptions – What’s That.

When someone says the word ‘crime’ or ‘investigation’, it’s likely that images of CSI or 24 come to mind. But just as EQ Transcription Services Ltd helps to ease the workload of corporations all across the country, law enforcement agencies too can greatly benefit from working with our transcriptionists.
Investigative recordings usually involve the use of multiple recorders and speakers who may not always speak slowly or in an audible tone. In fact many of these recordings are often made at the scene of the crime itself, in an interview room, in a sting operation or even in a long-term undercover operation which may involve two or three people speaking together at the same time. Taking down notes by hand at the scene of the crime or during an interrogation is often beneficial for refreshing one’s memory or for making short reports, they may not be sufficient during a full-fledged in-depth investigation. Besides, if confidential information has been jotted down on a pad, there is also a real danger of such information being misplaced or of it ending up in the wrong hands.
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In fact, we’d even happily sign a non-disclosure agreement too. Secondly, with our ready to use transcripts in a digital format, it becomes easier to sift through all the information you have at hand and to pin-point any vital clues. You may be just one more step closer to actually closing the case itself. Thirdly, our transcripts can be provided as evidence if need be, in a court of law. Some forces expect their own staff to transcribe such audio recordings. This however, may put additional stress on the transcriber, especially if that person is not experienced in handling such sensitive data or inaudible audio files.

 

EQ Transcription Services Ltd can step in to help you make sense of all the facts, statements and clues. In order to safe-guard such information, it’s not unusual for many agencies and law enforcers to require documents and audio files to be encrypted or password protected. We go to great lengths to ensure that your information is always kept confidential, so that it never falls into the wrong hands.

 

Plus, our transcriptionists are well-equipped and well-versed in dealing with audio files of any nature. That’s why you won’t ever have to worry about the quality of our transcription work. If you would like to view our portfolio in person, simply get in touch with EQ today and we’ll call you back for an appointment. At EQ Transcription Services Ltd, perfect transcripts are an everyday reality!

Relaxation Tips For Transcriptionists.

At EQ Transcription Services Ltd, we take great pride in saying that our blog isn’t just for our regular clients, prospective clients or merely for the casual reader; it’s also about great practical articles for the people who sit at a desk and make each good transcript a reality. We know that transcribing for hours on end can be really tedious. After all, you have the dual task of listening and typing at the same time. That is a skill which takes time to master and yet the satisfaction of having created a flawless transcript which is readily accepted by a client is also a great professional achievement.

 

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So, whenever you feel that you just can’t transcribe another word anymore or that your eyes are red from staring for hours at the screen, turn to our small list of relaxation tips to help you unwind:

  1. Begin each day with a proper schedule at hand. List down exactly what work needs to be completed as well as the time frame required for each task. Make a note of any pending work or any transcripts with due deadlines.
  1. Decide at what time of the day you are at your most productive. This depends on whether you are a morning person or if you would rather get other things out of the way before getting down to work.
  1. Ensure that your work space is properly illuminated. This greatly reduces the strain on your eyes and makes typing easier.You would have to strain twice as hard to hit the right keys in a room with poor lighting.
  1. You could also buy an anti-glare screen protector for your laptop/monitor as well as an extra screen lamp with a USB port.
  1. Considering that your job is a sedentary one, make sure that you have the right chair which gives ample support to your spine.The perfect chair supports your weight perfectly and gives a supportive cushioning effect. You will greatly reduce your chance of getting back ache as well.
  1. Take frequent breaks. The kind of work you do is very crucial in terms of content and getting the matter right. If you are mentallytired, you are more likely to misunderstand terminology or even type the wrong word while transcribing. This indirectly extends the time you would need to spend on rectifying those errors as well, which can be both tedious and irritating. A short break each hour acts as an instant mental refresher, perhaps listening to some music.

 

And of course, keep your mobile phone either in silent mode or switched off. Nothing can be more distracting than having to attend to a call while you’re otherwise focused on completing the assignment.

Why Do You Need Voice Recognition Software

Imagine talking to your computer exactly like it was a dear old friend and watching it seamlessly complete one task after another. Your fingers aren’t touching the keyboard and you’re munching on a slice of pizza at the same time, relaxed and smiling. Does this sound too good to be true? Actually, it’s not. Voice recognition software can be such a blessing in disguise for a number of reasons.

 

Transcriptionists often have to work with large amounts of data and sitting in front of a computer for hours on end working on a transcript can be really tiring. That’s why it makes sense to invest in good voice recognition software which can take a huge load off your hands. But be warned- just because the software types whatever you say out loud, it does not remove the need for further editing and proof-reading. What do you need to look for while choosing voice recognition software?

 

  1. Look closely at the software features. Go for software which also includes a voice training program so that the software can ‘learn’ to identify your voice and your speech patterns.
  2. Take a look at the commands that are used to operate the software, considering that you will be using them to open and close other programs.
  3. The most important function of such software is to check how well it understands what you dictate. Most software directly type any spoken word into a text editor such as MS word so accuracy is the key here.

 

Remember, before you can get the most out of your voice recognition software, you need to work with it to help it understand you! No voice recognition software is 100% accurate and you need to be completely certain about what you want to say as the software cannot think for itself. You also need to make sure that any background noise is eliminated while using the software and be warned that such software also take up huge hard disk space as well.

 

On the other hand, voice recognition software can also help cut down the amount of time you spend transcribing a document and also give your tired fingers some much needed rest. Don’t forget to do a bit of reading on the best voice recognition software available before making an actual purchase.

How to Reduce Distractions at Home While Transcribing (For Mums)

Working as a home based transcriptionist for a transcription services provider from home is a highly rewarding career in itself. Besides enabling you to be your own boss, remain independent and earn well, it also makes an attractive addition to your resume. On the other hand, since you are not physically present at your office and will most likely be required to juggle housework and other duties along with your transcription work, it is also important to think about what you can do to reduce at-home distractions while you are transcribing.

 

Stay at home working mums may expect that their employer show them some leniency in terms of deadlines or work perfection because after all, they are working from home. However, that is not a fair presumption to make because every client looks forward to an error free transcript and overall value, irrespective of whether the transcriptionist works from home or not. Here are a few tips on how to produce A rated transcripts from home itself:

  1. Time Management- Begin your day with an idea of how you will spend the day. Keep a fixed time for doing household chores, being with the kids if you have any, buying groceries etc. It is best to work on transcripts when you are mentally calm, when you can concentrate fully without worrying about other things and of course, when you are not mentally or physically tired. Fix a specific time slot for your professional work and stick to it every day.
  1. Work in Silence- If you were working in an office, you would take care to ensure that your surrounding environment was a quiet one. Make sure that when you work, you are alone in a room with just the equipment you need for transcribing and without any other external distractions such as doors banging, loud music playing, the TV switched on, etc. A quiet working environment helps you concentrate better and deal with the work faster too.
  1. Be honest– Stay at home working mums often stretch themselves to the limit in order to make extra cash or to keep up with 9- 5 transcriptionists. It’s best to be honest with your employer about how many transcripts you can complete in a single day/week as well as if you are unable to take up any extra workload for whatever reason. Keep an open mind about re-doing transcripts if there are many errors in your first submission and take your employer’s feedback about your work on a regular basis.
  1. Get support– Just as working women need support from their families, you do too! Managing a home and being the perfect wife/mother and working hard to have a career too is no small feat. And it’s a task you may not be able to complete all by yourself every day. Don’t shy away from asking help from family members when needed or making small changes to the daily household routine, if it helps you work more efficiently.

 

In house vs Outsourced Medical Transcription Services

Should a medical service provider have its own in-house medical transcription team or does it actually make sense to outsource such important work to another agency? Creating an in-house team may seem like an enticing and profitable idea, but you’re likely to get better and more professional results when a transcriptionist agency is hired to do the job.

 

Here are a few other ways in which outsourcing transcription work to a reputed agency helps you reduce your expenses:

  1. No expensive investment required: Transcriptionists work with a number of equipment such as foot pedals and headsets, which also need to be maintained on a regular basis. In addition, reference books and the appropriate software packages also need to be purchased. Besides the investment in basic equipment, maintaining an in-house team is also expensive. Outsourcing your transcription work helps in reducing such overheads and simultaneously, allows the team to focus on more important matters at hand.
  2. Agencies meet deadlines faster: Outsourcing your transcription needs ensures that you not only get professional work done at an optimum cost but also that error-free transcripts reach you before your fixed deadline. While an in-house team may be unable to guarantee a quick turnaround due to other responsibilities, transcription agencies work efficiently so as to ensure that a transcript reaches a client at the earliest.
  3. More benefits: Transcription agencies work with excellent management systems that help in streamlining the work and enables better documentation of records as well. Care is taken to make sure that any audio file you send is carefully archived for future references. Many agencies also carry a clause in their contract assuring customers that any data sent is kept confidential and is not misused or revealed under any circumstance.

 

EQ Trans has years of experience in handling transcription work for clients from the medical field across the UK. All you need to do is visit our website and upload your audio files directly. This helps to ensure that no time is wasted in sending files back and forth and at the same time ensuring complete confidentiality. If you have any other specifications to add, just let us know and we’ll take care of the rest.

Equipment Required for Fast and Effective Transcription

In order to transcribe an audio file effectively, a transcriptionist requires the aid of different transcription equipments. These equipments not only help in completing the work assigned in an effective manner but also reduce the time spent in transcribing an audio file which in turn, cuts down factual and grammatical errors.

 

Foot Pedals

Transcriptionists are not only expected to have fast typing skills but they have the additional task of listening to an audio file and simultaneously typing what they hear at the same time. One such equipment which helps increase the productivity of a transcriptionist is the ‘Foot Pedal’. A Foot Pedal enables a transcriptionist to control the audio recording by rewinding, slowing down, speeding up, fast forwarding or stopping the playback. All Foot Pedals meant for speech transcription purposes can be directly connected to a computer through a USB port.

 

There are plenty of good Foot Pedal models which can be purchased online and which offer additional pedals or enhanced configuration options as well. An important point to bear in mind while choosing a model, is to ensure that it is fully compatible with the digital transcription software already installed in your computer. Well-known brands such as Philips, Sony and Olympus are quite popular with transcriptionists. Investing in a Foot Pedal holder is a good decision because it helps to secure your Foot Pedal in place. It gives you better control over the functions and doesn’t slip out of your grip irrespective of whether the Pedal itself is placed on a tiled floor or a carpeted one.

 

Headsets

For an error free transcription, you need a pair of headphones that are comfortable, have a high clarity level and which are easy to use. Headsets come with a variety of plug types such as:

  1. USB Plug
  2. Stereo 3.5mm plug
  3. 3.5 mm straight plug
  4. 3.5 mm right angle plug
  5. DIN plug
  6. Dictaphone Twin Pin Plug

Choose a headset which has a minimum 10’ cord as well as a clothing cord clip. Many headsets offer a digital volume control which enhances sound clarity and also have ergonomically designed ear plugs that fit perfectly.

 

In the second part of the article, we take a look at the ideal reference materials every transcriptionist should have by their side as well as different software which make perfect transcriptions a reality!