Digital File Types for Audio Transcription

There are a variety of recording systems available, suitable for dictation to conference recording. If you already have a digital recording mechanism, there is a good chance that it will record a variety of different file types for different purposes. This article aims to discuss these different types and suggest the right one for you, depending on your circumstances. If you are still considering which digital recording device to purchase then you have the opportunity to consider the file types it will produce before you buy.

If you do not know what file types you are working with, you can tell by looking at the file extension. This is the set of three letters that follow the dot, as in, for example, 'interview.wav'

The different file types all have advantages and disadvantages for transcription services, the most obvious of which is a trade-off between quality and file size. Sound files can be very, very large if they are not compressed, but compression is 'lossy'; in other words a complete or 'lossless' audio file has been taken and compressed, which removes data that is considered redundant, resulting in reduced audio quality, which can cause problems for the transcriber.

It may initially seem obvious that you and your transcriptionist want the best quality but in fact, many lossy formats have a negligible quality loss but are much smaller files. If you are planning to email files for transcription to your transcriptionist, the advantage of a 2MB file, as opposed to one 40MB in size, should be obvious! No sound file of any length is small, but at least it is possible to email a 2MB file for transcription. Most service providers will not allow a 50MB file through, and even if they did it could take hours to download, blocking both your email and your transcriptionist's. More and more transcriptionists are using a system which bypasses email; you can either upload files directly to their website or send your files using a simple file transfer programme. However, even these options have limits to the file sizes as a rule.

It also worth noting that depending on the playback software being used for transcription, your transcriptionist may only be able to play back certain file types. Some cover practically all digital file types while others are more limited, so it is worth checking first.

The 'right' file type and attributes for you and your transcriptionist will also depend on what the purpose of your recording is. If it is a dictation, a lower sound quality will still provide a clear enough recording for a digital transcription.

If you are recording a focus group, for example, where several people are seated at different distances from the recorder and speaking at different levels and pitches, you will probably need a higher sound quality to accommodate this.

Your recording equipment may allow you to set different attributes for the same file type. This can make an enormous difference to the sound quality and size of the file, and consequently the transcription quality. In some cases, for example dictation (one person speaking into machine, in a quiet environment) you can probably afford to loose sound quality and the recording will still be clear for transcription. In other cases (focus groups, noisy environments) you may find you need to choose a slightly larger file size in order to maintain decent sound quality.

Attributes are often shown as Hz. 8,000kHz mono is suitable for dictation and the range goes up to 44,100kHz stereo, which is the top quality, used for music CDs.

Examples of different file formats and some details about their use in transcription follow:

WAVeform Audio (.wav)

WAVeform Audio (.wav) is a common file format and was one of the first audio file types developed for use with the PC. It is lossless, but generally very large. This means that you will probably need to send the files on a CD, rather then emailing them, although some transcriptionists, including myself, on my site www.penguin-transcription.co.uk, have a system whereby you can send large files via the internet without using email. You certainly need a broadband connection, or similar, to utilise these effectively though. Warning! Not all wav files are the same! Although they all end .wav, depending on the recorder, you and your transcriber may need a special 'codec' to play it back. An example is Sanyo; a popular and moderately priced recording system but one that records specifically Sanyo wav files. You should check that your transcriptionist has the ability to transcribe Sanyo wavs. If not, Sanyo may oblige by sending out the relevant codec on CD, if you ask them nicely!

The following types are all lossy, but generally the sound quality change is negligible and you will save significant time and money with reduced transfer times. This is not an exhaustive list of all audio file types; there are a huge number. It aims to cover most of the types recorded by available transcription software.

MPEG-1 Audio Layer 3 (.mp3)

This is a compressed WAV file often used in music. Many digital dictation recorders will also record mp3 or allow you to record WAV and then compress to mp3 to send on for transcription. The compressed files will be around a twelfth the size of WAV files.

Windows Media Audio (.wma)

Windows Media Audio (.wma) was developed for Windows Media Player which is bundled with all Windows-based PCs these days. It is even more compressed than an MP3, to about one thirty-sixth the size of a .wav, but apparently retaining the original sound quality. I have to say that in my experience of transcribing I am not sure whether this has always been the case.

Digital Speech Standard (.dss)

In my experience, most playback software used for transcription will play .dss files. If not, there is a free download available on the Olympus site. I believe .dss was developed by Olympus and almost all, but not all, Olympus recorders will record .dss files. Lanier and Grundig recorders also generally use .dss. The file size is reduced by twelve to twenty times, as compared to a WAV file, and is ideal for transcription as it is small and easy to email.

DVF

This is Sony?s answer to the .dss file. It is a very highly compressed file, but fine for voice, and its small size makes it very easy to send by email.

Encrypted dictation (.dct)

Often used for medical transcription, which requires very high confidentiality, these recordings are encrypted at the recording end and need to be decrypted on receipt by the transcriber. A wide variety of playback software will deal with these files.

TrueSpeech from DSP Group

TrueSpeech, from the DSP group, was designed for personal computers and personal communications devices. It has very high compression ratios ranging from 15:1 to 27:1. If you are able to record this format it is probably best restricted to use with dictation or one-to-one interview in a quiet environment. It is probably too lossy for focus groups etc.

There are a whole host of other file types available so don't worry if the type that your machine produces is not listed above. Contact your VA and s/he will probably be able to assist you, or at least point you in the right direction.

CD Audio file (.cda)

These files are standard recordings onto CD, and are generally the file type of music files bought no CD. As I understand it (not too well!) the CDA is actually just a sort of cover file that says this is a file on a CD, and the underlying file is probably a wave file or one of the other file types listed above. Most transcription recorders will not record to CDA but if you are having a professional recording made of a conference or series of lectures, for example, you may well find yourself with CDA files. Most transcription software will not work with CDA format. There are a number of ways to convert CDA files but these can be expensive and/or time consuming. Transcriptionists specialising in digital transcription will probably be able to transcribe these files but you may be charged a surcharge for the time taken in converting them to a useable format. There are a variety of converters available, but one that I have used successfully, and that provides a trial version, is Easy CD Ripper, a shareware with a fully functional trial version that can be downloaded from various places including http://www.tucows.com/preview/209478

You will probably have only a limited range of file types available for your transcription, depending on your recording equipment, but any equipment should provide you with a range of options depending on your needs. If you have the opportunity it is always a good idea to make a test recording with the settings that you think will be right. Then play it back, or send it to your transcriptionist to play back, in order to check that the sound quality is acceptable.

Finally, I would just like to say that this information is based on my understanding and experience of digital transcription. I cannot absolutely guarantee its accuracy but would be very interested to hear of any errors and happy to correct them. Similarly if you feel that there is an important area I have not covered, please let me know and I will do my best to incorporate it.

Penguin Transcription (http://www.penguin-transcription.co.uk), part of Penguin Office Services, offers an affordable transcription service by tailoring each quote to the exact requirements of the client. The more information the client can provide us with, and the better the quality of the recording for transcription, the more affordable the transcription service will be. Why not visit our site and fill in an enquiry form at http://www.penguin-transcription.co.uk/PTS_enquiry_form.html to receive a quote for your transcription requirements.

Medical Transcription Jobs At Home: What You Need To Know

Work-at-home jobs are becoming a viable source of income for moms, retired professionals, and others who need to supplement their income. The savings incurred by companies who can outsource work of all types has become immeasurable. One of the most sought after positions is in the medical field. Medical transcription jobs at home are not only lucrative, but can afford anyone with the proper skills and background to take full advantage of this unique opportunity.

Here is an example of one particular medical transcription position and its prerequisites:

* Apply knowledge of medical terminology, anatomy and physiology, and English language rules to the transcription and proofreading of medical dictation from originators with various accents, dialects, and dictation styles.

* Recognize, interpret, and evaluate inconsistencies and inaccuracies in medical dictation; appropriately edit, revise, and clarify them without altering the meaning of the dictation or changing the dictators style.

* Operate Lanier transcription equipment and MS Word as directed to complete assignments.

* Meet quality and productivity standards and deadlines established by employer.

Qualifications would include:

* High School Diploma or equivalent. American Association of Medical Transcription (AAMT) Certification preferred.

* Two years specialty or hospital transcription experience and/or graduate of medical transcription program.

* Medical terminology including anatomy, physiology, and pharmacology.

* Highly productive and accurate keyboarding skills.

* Excellent written and oral communication skills.

* Able to perform sedentary work with continuous use of earphones, keyboard, and foot control.

The cost for the Lanier transcription equipment, including headset and foot pedal, is approximately $75.00 and can be purchased online. Considering the compensation for a job in medical transcription is anywhere from $15.00 to $90.00 an hour, the expenses incurred are minimal. Note: most companies who require this service also mandate you use their specialized equipment since it can only be operated using their software. However, if you are new to this field you can receive MT training and certification via interactive medical transcription training for a fee; but, since the cost is quite high, those actively pursuing this specialized field should have prior experience. Also, there are some companies who not only offer training, but equipment as well.

It is also recommended that once you decide to pursue a career in medical transcription, you check out all of the sites to determine what is required. Since many medical establishments have specific requirements, you can easily check the many online job sites and message boards to view comments by other MT workers. In addition, there are many work-at-home sites directly geared toward moms, and for which they highlight medical transcription jobs on their site while, at the same time, researching the company itself to determine if it is legitimate and trustworthy.

The advantages to working at home are many; however, it is important to ensure that if you do seek a medical transcription job at home, it is one in which you have the experience; knowledge, and ability to work in an environment which is conducive to this type of work. Also be aware when searching for work-at-home positions, you find out as much information as possible about the company and its payment system. All too often, you may come across a medical transcription job which may sound too good to be true; it which case, it probably is.

Would you like to do medical transcription at home? If so, Ethan recommends exploring the free information at http://www.At-Ease-Home-Businesses.com right away

Characteristics of a Quality Medical Transcription School

First and foremost, a good medical transcription school will have a comprehensive curriculum designed specifically for medical transcription training. This does not mean some off-the-shelf program that mixes and matches curriculum and study material from a hodge-podge of medical and non-medical sources. You are looking for a solid A to Z curriculum that was designed by Medical Transcriptionists specifically for medical transcriptionists. There is a big difference. You don't want a version of anatomy that is adapted from a veterinarian course. Yes, this sounds crazy, but you would be surprised at what you will find out there!

You are looking for a medical transcription school that teaches you the medical terminology, human anatomy, physiology and disease processes, abbreviations and plurals, and a host of other foundation material -- all from a medical transcriptionist's perspective.

Second, and of no less importance, the medical transcription school that you select must have an extremely strong focus on practical application. All the text-book training in the world is insufficient without a strong practicum to go along with it. Sitting in a classroom without applying what you are studying would be like memorizing vocabulary and learning to conjugate verbs in a foreign language and then assuming you could immediately go to that country and speak fluently with the natives. It just isn't realistic. It takes a lot of practice before you can start actually doing it well.

The best medical transcription schools will not graduate you until you can demonstrate a level of practical competency. And guess what? The way many doctors dictate reports is more reminiscent of a foreign language than anything else. Slurred speech, poor grammar, rapid wording, and run on sentences only serve to exacerbate an already complex and specialized language -- the language of medicine!

But in the end, the best way to select the right school is to find out where the national medical transcription employers are recruiting. You can rest assured that they are doing their homework. They will not be in the habit of hiring graduates from institutions that have not proven themselves capable of producing productive graduates. Getting a good job with a great company is really what counts isn't it? In the ideal world you want the employers to come to you!

Chris Dunn created Medical Transcription School.com in order to help stay-at-home-moms, and others, to find a great career that can fit into their schedules. Visit his site to learn more about this awesome career path.

Medical Transcription As A Home Business

The medical transcription industry continues to grow. As the need for individuals in this field keeps growing, the options for working at home also grow.

Starting a medical transcription home business is a good area to start in if you would like to work at home and receive the same pay you would if you were in the office. There are a couple of ways to work in your home-based MT business. One way is to find a traditional employer who gives you all the benefits of working in-house, but who allows you to do this from home. This is more likely to happen if you have worked for this employer in an office already. Another way to set up a medical transcription business is to accept clients through advertising. This would be a freelance MT business.

If you are going to start your own business, remember that it might take some time getting clients. Don't forget that you are not limited in location. You may be able to find clients for your medical transcription business through the internet. As demand increases, the needs for your services will increase.

Though you want to charge the going rate for medical transcription, working from home allows you to be flexible with fees. You can charge somewhat higher than somebody working in an office because your client does not have to pay for insurance or a pension for you. Working in your own home business also allows you to set your own hours. If you want to work full time, you can. If you want part-time hours, this is not a problem. If you want vacation time, just be sure you don't accept work that will not get done before you go.

If you like to be there to take your children to school and pick them up afterwards, a medical transcription business is a good option. It will pay more than most work-at-home jobs but offer all the benefits of being at home. You don't have to worry about the commute or the parking. With a medical transcription business, you can work in the morning or, if you are a night owl, work in the evening.

Many people prefer to work from home. Few can actually make a living this way. Medical transcriptionists are among these few, and opportunities are expected to grow in the coming years.

If you are interested in a job that allows you the flexibility to stay home, consider a medical transcription business. It is one of your best options for working from home.

For more information on starting a medical transcription career or making more money as an MT visit http://www.AskTheMT.com ? an informative website dedicated to answering all your medical transcription questions.

Future Outlook For Medical Transcription

According to the U.S. Department of Labor, the future outlook for medical transcription looks good. This is a lucrative, in demand-career with great growth opportunities.

If you?re considering a medical transcription course or are already taking one, this is good news. It means you will have plenty of employment as well as financial opportunities.

Although, medical transcription is predicted to grow and remain stable, there are a few common concerns among the MT community.

These are the most common.

Will voice recognition replace transcriptionists?

There has been talk for a long time about voice recognition and new software which will replace the jobs of MTs. This will not affect you any time soon. There are a number of growing issues and concerns with this software. It is not being used in a large setting and has not yet replaced the need for medical transcription on the whole.

Medical terminology is complex and the regulations for patient records are stricter than ever. At present, the most accurate way to transcribe these records is by trained MTs.

According to the Medical Records Institute, which actually promotes the use of computerized medical records, current research shows use of speech recognition in the medical fields is less than 1%.

What about offshore transcription companies?

Some companies are using offshore transcription companies to save money. However, while outsourcing medical transcription to offshore companies can save money, many companies are not following this route.

There are various concerns and issues with outsourcing to offshore companies. Offshore MT companies are not required to comply with HIPPA regulations. This means they don?t follow the HIPPA security and privacy guidelines to safeguard medical records.

In some cases it can be done, but mandatory agreements required by HIPPA guidelines must be signed. And precautions must be taken so that data isn?t sent overseas. The overseas vendors must log on to U.S. database to do their work, which means extra systems and measures must be put in place. This can be expensive and time consuming.

Although, some companies may find the need for saving money is worth these risks, most won?t.

I agree with the U.S. Department of Labor Statistics and believe the future of medical transcription looks good and there are many opportunities out there for the taking.

However, although the future of MT looks promising, times HAVE changed. MTs of today should start adapting to the ever changing business technology around them.

The technology is there and available for us to take our businesses to the next level. With a few clicks of a mouse we can build our own MT website, set up an online diary or download files for transcribing.

Be smart in your business, keep up with the times, adapt to technology and your future outlook will look better than ever. Mila Sidman is an experienced MT and owner of http://www.AskTheMT.com - an informative website dedicated to answering all your medical transcription questions.