FAQs


Can I track the progress of my documents through your system? And, if so, how do I do that?

Our system is designed for ease of use! Using our online system, you can track the progress of your document through our system from upload of the audio, to transcription, to quality assurance and back to you.

Do you do all types of transcription? What are my transcription options?

At Transcription Express Inc., we can provide any type of transcription style you prefer, especially with insurance transcription. The style of transcription you choose may depend on why you need the finished product and what you will do with it. Here are some examples:
  • Verbatim style: We type every word and phrase exactly the way it was said, including um’s, ah’s and slang pronounciations.
  • Modified Verbatim style: We leave out um’s and ah’s and correct the slang words, but do not adjust sentence structure.
  • Corporate style: The document must be grammatically correct and ready for publication. We will verify any legal/medical terms or phrases.
  • Medical style: We can transcribe chart notes and dictation, using standard acceptable practices as stated by the AHDI.

Do the types vary in cost?

Yes, the different styles may vary in cost due to the different skill sets required to transcribe them, however, our pricing is competitive with the marketplace. A quick call or email to our office will confirm the price and transcription rates for your document(s).

I have some old cassette tapes I’d like transcribed. Can you transcribe from tapes?

Whether you have microcassettes or standard size cassettes, we are happy to transcribe your recordings for you. Simply call us and we’ll help you set up the mailing and processing of your tapes.

My company is trying to change from using analog tapes for our recordings to some of the new digital formats we’ve heard about, but we’re unsure what we need to do it. Can you help?

At Transcription Express Inc., we have many years of experience in the digital environment, including the newest technologies available. We have helped company’s large and small convert from tapes to digital formats. We are happy to talk or meet with you to discuss the best course for your company.

I use a handheld digital recorder, how would I send those files to you?

We have two methods you can choose to send us your digital files:
  1. Secure ftp
  2. Digital Transport System (DTS)
Both of these options are quick, easy, and secure! Once you have removed the audios from your digital recorder and are ready to send them for business transcription (for example), you can upload or attach your files. If you are using our secure ftp site, the files can be as large as 300MB or if you are using our Digital Transport System (DTS), we can receive files up to 250MB. All that’s required is a quick call or email to us and we’ll help you choose the best method and assist you in getting your audios uploaded.

What type of digital files can you transcribe?

We can transcribe just about any type of digital file available, including, standard .wav, .dss, .wma, .oga, .aud, .mp3, and .mp4. If you don’t see your file type listed, just give us call, we also have the ability to convert your current audio to an audio type we can transcribe.

I’m worried about the security of my personal information. How do you ensure my privacy?

At Transcription Express Inc., we pride ourselves on our attention to detail when it comes to security! We realized that this tends to be especially important for legal transcription. In fact, we have had our policies, procedures, standard practices and our facilities inspected by outside security specialists who have given us excellent reviews year after year.

Upload – security of the ftp site, DTS

Whether you choose our Transcription Express Inc. ftp site or our Digital Transport System (DTS), both are safe and secure and guarantee the highest level of security available.

In-house –

Employees and transcriptionists are required to complete comprehensive background checks. Additionally, client files are never stored on individual workstations, all data is kept on our secure servers. We also use an on-site document shredding service to destroy all unnecessary paper copies.

Our facility is a “secured” location, meaning all outside visitors must sign in before entering our offices. Our facility itself is secured by a monitored alarm system with motion detectors.

Storage – offsite server

All client data is stored in an off-site “data center” to ensure further security. The data center is an “off the grid” site which means it is nearly disaster proof.

Return –

Your finished documents can be returned to you via fax, secure email via TLS line, or downloaded from our secure website.

What security measures do you have in place for storing electronic records within your facility?

Transcription Express Inc. has set up appropriate credentials on workstations, networks and servers to allow access via a unique username/password, which are created in accordance with industry standard practices for security against both unauthorized access and threats from viruses or other malware. Operational procedures support HIPAA compliance and some elements of our processes include data encryption.

Do you keep copies of my transcripts on file in case I need them later?

We will store your documents and transcripts for as long as you need. Some companies require destruction and/or removal of all files within 30 to 45 days, others require indefinite storage.

How fast is your normal turnaround for a transcript? If I need my transcript completed right away, can you do a RUSH job?

We are able to return completed transcripts in as little as a couple hours or as long as five days, just depending on your needs and the size of the project or job. The price may be higher for those documents returned in a shorter timeframe. With a quick call to our office, we can meet all your needs!

What happens if you do not complete my transcripts in the agreed upon time?

We’re glad you asked! Please sign up for our “Spin Series” on the Home Page for exciting information on this and other transcription related subjects.

Besides English, do you transcribe/translate into any other languages?

Transcription Express Inc. can provide transcription services in Spanish as well as English. To ensure accuracy and the highest level of language expertise, our translators have been thoroughly vetted by the Language Testing Institute and must score in the highest levels for both speaking and writing in order to work on client transcripts.

My company is thinking about sending our transcription to an outside vendor. Why should I talk to TEI?

Transcription Express Inc. has been in business since 1995 and has transcribed over 12 million pages. We specialize in verbatim, interview style transcription, but have experience in many areas, including medical and corporate/legal transcription. We have an excellent track record with our clients, having never lost a contracted client in the history of our company. Additionally, we are very technology savvy, staying on the cutting edge of new digital technologies so we can provide the best service and support to our clients. We pride ourselves on being responsive and flexible to our customer’s needs and would be happy to speak with you regarding our services.

Upload – security of the ftp site, DTS

Whether you choose our Transcription Express Inc. ftp site or our Digital Transport System (DTS), both are safe and secure and guarantee the highest level of security available.

My company likes to pay our vendors through our Central Accounting Office, but we track our expenses through individual locations. Can you provide detailed breakdowns on your invoices? How detailed? Besides invoicing, do you offer any additional reports?

Your invoice can be as detailed or generic as you require. Simply tell us what areas you would like reported on and we can provide you with the invoicing and/or reports you want. We have a multitude of supplemental reports available as well that can break down your data in any way it works best for you!

It seems there are so many transcription companies listed on the web.

I’m afraid some of them are fly-by-night. Tell me about your company? What makes you different?

Review our website and sign up for the “Spin Cycle Series” on the Home Page to learn in-depth what you should be looking for in a transcription company.

How much experience do your Transcriptionists have?

We have over 125 trained and experienced transcriptionists available to service your account. Their average length of time with our company is over three years.

How do you ensure they will do a good job on my transcript?

To ensure ongoing and consistent document quality, each transcriptionist must complete our on-site training program before completing transcripts for any clients. This in-depth and hands-on training ensures the quality of their overall transcription skills and in-depth knowledge about each client they will be servicing.

Additionally, each transcriptionist receives regular 100% reviews of her transcripts to make sure she is maintaining our high quality standards.

Quality control.

Our document quality review program is an important part of our success. Our Quality Control department is larger than most of our competitors entire company. We use a Word Accuracy Score when checking our documents to test their accuracy. Companywide, this score consistently averages above 99%!

I’m trying to buy from companies in the US. Are all your workers based in the US?

Our company is based in Arizona and we are proud to state that all our workers live and work in the United States. Additionally, our location in Arizona puts us in a “disaster free zone”, meaning there are no tornados, hurricanes, or earthquakes here, ensuring we will be available to handle your transcription whenever you need us.

My company has quite a bit of transcription work on a monthly basis. How do we know you can handle the amount of work we have? What’s your current volume? What happens if we have a slow month? Will that be a problem?

We are geared to handle a large volume of transcripts each month, typically processing approximately 75,000 pages per month. Over 99% of those are returned to the client within two days or less. We keep a pool of over 125 trained transcriptionists ready to take any incoming work they may be assigned. We are used to experiencing changes in our workflow and can handle any jobs large or small. If you have more transcription than we have trained workers available, our background in recruiting allows us to find and train additional workers quickly and efficiently.

Whew! It seems digital technology is changing and improving all the time. How does your company keep up with all the changes?

Platform! Platform! Platform! We use a state of the art dictation platform developed by one of the top companies in the industry that is continuously upgrading and improving their technology.

How do you find and train your Transcriptionists?

Our background is in recruiting. Using our experience, we are able to quickly find potential candidates, verify their typing and grammar skills, and then train those that qualify in client specific transcription styles. To ensure ongoing and consistent document quality, each transcriptionist must complete our on-site training program before completing transcripts for any clients. This in-depth and hands-on training ensures their overall transcription skills and knowledge about each client they will be servicing. Additionally, each transcriptionist receives regular 100% reviews of her transcripts to make sure she is maintaining our high quality standards.

Is there any client that is too large or too small for you to work with?

Transcription Express Inc. is prepared to handle most any size client, although we are primarily geared to handle larger companies looking for a high volume of production.

Our employees are used to using a call-in dictation system. Do you offer that service?

Our digital platform has two recording options available for our clients depending on their preferences. A user can call into our dictation system and punch a simple series of numbered prompts to record their audio or they can use a handheld recording device or telephone to record and then upload the audio file through our secure ftp or DTS systems.