Free How To Become A Medical Transcriptionist Guide

How to Become a Medical Transcriptionist Guide
Table of Contents

Medical Transcription Overview
The Medical Transcription Profession
The Medical Reports
The Healthcare Record
Technology & MT Equipment/ Tools
Reference Materials
Work Environments
How Doctors Dictate
How to Transcribe Medical Dictation

Common Industry Questions
What are my chances for employment?
How do MTs get paid and how much?
What percentages of jobs are home based?
How do I get CMT certification and status?
Can I work outside the US?

How Do I Get Started as a Medical Transcriptionist?
Choose a Credible and Proven Medical Transcription School / Course
What to Look For in a School/Course

An Overview of Medical Transcription

The Medical Transcription Profession

Professions in the healthcare industry include doctors, nurses, dieticians, technicians, therapists, and other support staff. An essential member in this industry is the medical transcriptionist. Although the members on the healthcare team who give hands-on care are more noticeable to the general public, taking care of patient documentation is still a vital role, which the medical transcriptionist provides.

Physicians and patients both benefit from the document dictation services medical transcriptionists provide. These dictations may include patient history, consultations, admission notes, office chart notes, physical examinations, emergency room notes, discharge summaries, laboratory tests, operative reports, diagnostic studies and letters and memos. Medical transcriptionists face unique challenges and chances for expanding their knowledge each day due to the wide variety of specialties in the medical field that they have to understand and transcribe. Consequently, the desire to become a medical transcriptionist should be accompanied by the proper training.

Medical transcriptionists are committed to excellence and providing superior patient care. They demonstrate this care because every dictation corresponds to the patient’s life. In order to maintain this level of excellence, a medical transcriptionist must have an extensive knowledge of anatomy, medical terminology, human diseases, pharmacology, diagnostic studies, surgical procedures and laboratory tests as they create and add to the patient’s permanent medical record.

A medical transcriptionist should also have a mastery of the English language with grammar, style, spelling, proofreading as well as knowledge of the practices of medical transcription in order to successfully produce the high professional standards required in the field to edit, interpret and translate medical dictation concisely.

There are a variety of different places where a medical transcriptionist will work, such as hospitals, medical centers, pathology and radiology offices, insurance companies, government facilities, clinics, home offices and other settings. Some medical transcriptionists will even choose to seek employment as medical assistants, by combining their transcription and clinical skills. Others may even choose to work as managers, supervisors or college professors.

Job opportunities for medical transcriptionists exist everywhere in the United States and Canada and also in American clinics and hospitals in foreign countries. As well as a flexible work setting, medical transcription careers also offer flexible part-time or full-time employment.

The Medical Reports

In physician’s offices, hospitals and clinics, medical reports are generated daily in a variety of different ways. Medical transcriptionists should familiarize themselves with the various dictations used in these settings.

Private practice physicians often dictate initial office evaluations, chart notes, letters, physical examinations and history. In medical centers and hospitals however, dictated reports are from a variety of different categories, although the “basic four” reports are usually included in the dictation: Consultation Report, History and Physical Examinations, Discharge Summary and Operative Reports. Hospital progress notes, emergency department reports and diagnostic studies are also often included in the dictations.

The Healthcare Record

The chronologically documented evidence in a patient’s preliminary database is called the healthcare record. Also included in the healthcare record is the patient’s initial evaluation, needs and identified issues, intent of care, treatment, and final results. The record is often stored electronically, documented on paper or both.

The healthcare record belongs to the medical facility, hospital or office of origination and it is necessary to secure a court order or subpoena in order to remove these documents from the premises. The record is preserved in a Health Information Department, which is often headed by an ART (accredited record technician), RRA (registered record administrator) or an MBA (master of business administration

Technology, Tools and other Medical Transcription Equipment

The human brain is an often overlooked asset when discussing equipment utilized in medical transcription, but it is the most vital. Other equipment utilized in medical transcription are usually simple devices, and without human intervention and intelligence, these machines are basically ineffective.

The tools that the medical transcriptionist does depend on include desktop controls, computers, headsets and foot pedals. These are called dictation systems. Throughout history dictation systems have been modified and changed. Some examples of previous dictations systems are phonograph records, wax cylinders, tank systems, belts, reel-to-reel tapes and cassette tapes, all of which had their benefits and drawbacks as the technology progressed and improved.

Today we sometimes continue to see Mylar cassette dictation systems being utilized, but in most cases, they have been replaced by the latest digital technology. The digital system functions similarly to the compact disc or CD. The CD technology eliminated the background noises and other distracting sounds, which the Mylar tape contained and made the job of the medical transcriptionist much easier.

The keyboards that are used have had a similar cycle of progression: from the manual to the electric typewriter, to the Correcting Selectric® typewriter, then to word processors, and presently to virtual keyboards and speech recognition technology. No matter what technology is used throughout the data recording process, it is ultimately the human brain working together with the equipment to produce the quality transcription product, not the equipment itself.

Materials of Reference

Medical transcriptionists are synonymous with their vast vocabulary knowledge and their utilization of medical references. Over time, the availability of excellent printed and electronic medical references to medical transcriptionists has increased. Some examples are medical phrase references, medical dictionaries, medical style manuals and medical abbreviation reference materials.

Every reference material is used to fill a different need the medical transcriptionist has. The medical dictionary includes definitions, which enables them to find differences between similar words, but it doesn’t contain abbreviations for surgical type instruments or specialty words. Medical specialty phrase/word references include terminology that relates to specific medical specialties, which might comprise of drugs, usage of slang terms, terminology for surgical instruments, abbreviations and lab test language as it relates to that specialty. The references for medical abbreviation usually contain unusual and common abbreviations and their defined meanings from every medical specialty. Medical style instruction manuals provide ideas on how to manage questions on punctuation, format, spelling and grammar in medical reports.

Location of Employment

Initially, the medical record director or health information manager directly supervised medical transcriptionists in the hospital environment. Today however, the transcription staff at the hospital is often centralized and operates remotely at times from the health information management department.

Many modern transcription departments located in hospitals are led by transcription supervisors, who are not necessarily medical transcriptionists themselves. The supervisor usually works under the health information manager or the hospital administrator. Medical transcriptionists who work mostly on specialties such as pathology or radiology may work near those departments in the hospital.

Oftentimes, physicians who are department heads for medical specialties in the hospital will have transcriptionists in their office who function as a secretary as well as a transcriptionist.

Hospitals often offer competitive wages and benefits for MT’s who work in larger hospitals, particularly in metropolitan areas. They may also offer pay plan incentives, which will serve to enhance the potential income of hardworking MT’s as well as advancement opportunities to higher positions. Hospital environments typically provide large ranges of dictation types, which cover all medical fields. The facilities and equipment in these hospitals are also frequently state-of-the-art.

Employment in hospitals has been known to offer great job security and a steady work schedule. They also typically include the payment of registration fees and membership dues for continuing education classes, conventions and other events in their benefit packages.

Unlike the hospital, physician clinics and offices provide a more personal, smaller office environment that is typically much more family oriented. Physician’s offices may give their employees retirement benefits, medical benefits and a steady income, although with managed care increasing, physician income has been declining and some offices are no longer offering these benefits.

For those MT’s with children in school, the schedule at physician offices and clinics may be the most appealing, because weekend work is seldom required. Additionally, MT’s can have direct contact with the physicians in their office who will most likely know them personally and be more able to assist them with questions and be willing to take time out of their day to offer feedback and advice to the newer MT. The downfall of working in a physician’s office is that advancement can be somewhat difficult in this smaller environment even if the MT is growing more competent and proficient in their work.

Transcription Service Companies offer another working environment for the MT that is often very competitive with pay rates because they transcribe dictation from a variety of different sources including hospitals, physician’s offices and clinics, which continually challenges and increases their skills. The transcriptionists who work in a service company often benefit from a comfortable environment and a flexible work schedule.

Transcriptionists who work from home are often employed by transcription service companies and hospitals and work for them exclusively. They will use the company’s equipment and take directions from them. Working from home in this way typically offers a predictable income and retirement and medical benefits.

Freelance MT’s act as independent contractors who are often home based. Some freelance MT’s however, prefer to have offices outside of their home. These MT’s usually operate as individuals and therefore, can’t handle the large volume of hospital accounts, but they will typically contract out and transcribe the excess dictation that the hospital’s MT’s could not handle.

The biggest advantage that freelance MT’s have is their flexible hours and ability to work at their own pace. Freelance MT’s also often enjoy a feeling of independence and personal accomplishment. Additional advantages to becoming a freelance MT include saving money on transportation to and from work and not having to worry about purchasing office wardrobe. The elimination of child care costs may also be a benefit for those MT’s with young children.

MT’s who work from home should have self-discipline and be efficient at managing distractions around them. At times, MT’s who work from home complain that they can’t seem to escape their work and turn their attention to chores around the house or attend to family issues that require their attention. These objections can be very manageable, if the MT is willing to work harder to be productive.

Alongside of these typical transcription settings, MT’s can also be employed by government facilities or insurance companies. Some MT’s will combine their transcription knowledge with other clinical skills and work as medical assistants. Other work environments that MT’s might work in are tumor registries, medical research facilities, and law offices that focus on medical malpractice and personal injury. In these cases, medical transcriptionists can assist with analyzing health record discrepancies and translate medical language into a more common language for attorneys.

In all of these environments, MT’s may transcribe dictation, act as a supervisor or manager, or perform quality assurance checks. They may also be asked to teach medical transcription in vocational schools, community colleges, court-reporting schools and hospitals. Occasionally, MT’s have found careers transcribing dictation for physicians, serving as consultants, researchers, editors, or authors in the medical transcription field.

Transcribing Medical Dictation

Transcribing is a new skill that will require you to have coordination utilizing your feet, fingers, eyes and ears. If you already have advanced typing skills, it will be to your advantage. It is recommended that you have a typing speed of at least 45 words per minute before attempting to become a medical transcriptionist, however, when you are first learning, it is acceptable and expected that your transcription from copy to typing will be somewhat slow and rough.

There are many things in life that we do habitually. An example is the way we cross our arms or sit cross legged. If we try to cross our arms or legs in the other direction, it can be quite difficult and awkward at first. Similarly, as you learn to type dictation rather than type from a paper copy, it may be difficult at first, but over time, it will grow easier. Although you will be using the same keyboard on your computer, the way you will be interacting with it will be quite different and require a great deal of coordination between your ears, eyes, fingers and feet if you are using a foot pedal.

When you first begin to transcribe, do not try to rush yourself typing, but first strive for accuracy of grammar, punctuation, medical terminology, and format. As you learn, you will be striving to perfect each of these groups. Becoming proficient in each of these groupings can be overwhelming when you first start out, but persistence will lead to a higher level of accuracy in your new skill.

When you are transcribing dictation, do it carefully and stop as often as you need to in order to look up words and other terms you are unfamiliar with for meaning and spelling. By searching for these words, you are using your time wisely because you are building up an important skill for transcription.

When you first start out, transcribe slowly and thoroughly. By doing so, you will able to memorize, and learn new medical terminology better. The most important thing to remember though is not to get discouraged if you start at a slower pace. As you gain more experience and knowledge, your speed will follow. You will soon be able to see the fruits of your labor as you eventually transcribe your new dictation with ease and accuracy.

Common Industry Questions

How soon will I find a Medical Transcription Job?

The number one factor in how quickly students will find a job is how well they studied and worked through their course material. Students who are not serious about learning what is necessary will find that it is harder to get a job and students who did take it seriously will find it easier. The reason this is the case is that new employers will usually test potential employees before they hire them. How well you studied will consequently reflect on how well you tested and if you do not test well, you probably won’t get the job!

How do Transcriptionists Get Paid & How Much Do They Earn?

Pay scale for a medical transcriptionist usually varies per geographic area, location of employment, level of skill and compensation method. Transcriptionists who work in larger cities will usually make a higher income than transcriptionists working in smaller towns. MT’s that get paid per dictation or project are usually paid more than those who are paid hourly. At some facilities, MT’s can receive bonuses or have other incentives, but in general, entry-level employees typically earn twice the minimum hourly wage in large cities and a little less in smaller ones. Transcriptionists with experience usually earn a significantly greater amount.

Although medical transcriptionists are paid in many different ways, they are for the most part, paid hourly, by each project or both.

On average how many transcription jobs are based at home?

According to the latest statistics, 60% of transcription jobs are home based and 40% are office based. If you’re just looking for home based jobs, then your chances for employment will decrease on average, by 40% and vice versa. When you are starting out, it is highly recommended that you take a job at either setting, so that you can expand your knowledge of the industry and your skill level. When you have gained more experience, you will be able to be increasingly selective in the type of setting and company you work for and choose the one that is most accommodating to your lifestyle.

How do I acquire certification for the CMT exam?

There are MT courses out there that claim they can give you adequate preparation for the CMT exam, but there is really no existing coursework that can prove true to this claim now that the AAMT has increased the difficulty level of the exam. The CMT exam was created for transcriptionists who have at least 2 years experience.

Originally, the CMT course was divided into two parts, with Part 1 being designed for newer graduates and Part 2 being created to test transcriptionists with 1 or more years of on the job experience. Currently, the AAMT is creating a new test that will combine both parts. Due to the fact that this exam is no longer going to be in separate parts, there is really no existing transcription course that can prepare you for both sections. Any credible course should help you pass the first part successfully, but in order to pass the second part you will probably need at least 1 to 2 years of on the job experience to pass. Consequently, there is really no easy way or short cut to receiving your CMT certification.

Can I get employment as an MT if I don’t live in the US?

It is possible to land a medical transcription job if you live outside of the US. Most employers only expect that you will have a good internet connection in order for them to hire you. International and VISA regulations for employment are ultimately the concern of the company hiring and the person being hired. There are some courses out there that offer job placement services for post-graduates, which will increase your chances of landing a job, no matter what your location.

How do I begin a career as a Medical Transcriptionist?

One of the most important things to remember when looking for a course to take is that the company has a good record with the BBB or Better Business Bureau, this will help to guarantee you that the course is not a scam and that they are willing to assist their students through the process of the course. Also, find out if the course you are taking covers a vast spectrum of medical fields. The broader the spectrum of specialties, the wider your expanse of knowledge will be. You also want to look for a course that is self paced, to give you the time you need to complete the course. If however, you work better in a classroom setting, those are available as well, but these structured courses usually take a great deal of time and will most likely not be concerned with your urgency for employment. On the other hand, online courses that are self-paced give you the ability to remain at a steady speed that is right for you and your situation. They also typically offer assistance by email and free customer support by phone. Some of these courses will also offer tuition reimbursement, employment placement services after graduation and resume distribution service. In other words, you will be receiving a lot more support!

Make sure you look into Future MT’s transcription classes for complete information on how to become a medical transcriptionist. From all the courses available to students looking for a fresh new start, Future MT offers one of the most affordable tuitions out there. Now is your chance to break into an exciting industry with many rewards.

You can download the free, How to Become a Medical Transcriptionist Guide below.