The first part of creating a dictation is to make sure that your
dictation is clean and clear allowing the transcriptionist to create an
accurate document the first time around. Otherwise, there will be
many places in your returned document that will read “indiscernible”
causing a delay in your turnaround time.
Always make sure that your recorder is in good working condition
has fully charged batteries and that your settings are correct. It is a
good idea to test your recorder before beginning.
- Low batteries can cause background noise, distortion and
recorder malfunctions. It is a good idea to carry an extra pair
- If your recorder is equipped with a voice activated sensor –
turn this feature off as this feature may tend to truncate part
of your dictation.
- Test your equipment and connections each time. Record a
few seconds, stop the recorder and listen to ensure the
recording is working and all parties can be heard clearly.
It is very important that you connect an identity to your dictation.
This insures that the proper dictation is never confused with another
ALWAYS identify yourself, the name of the insured and the
claim # at the beginning of the dictation. Providing this
information accomplishes a couple of key elements:
- Allows the transcriptionist to know who to contact
regarding any particular dictation.
- Attaches the insureds information to a particular
dictation. This way your dictation is never confused
with another insured.
ALWAYS - If you have multiple files for one insured - at the
beginning of the new recorded dictation, state “this is a
continuation for insured (state the insured’s name) in room
(state the room)”.
ALWAYS - Conclude your dictation with “this is (state your
name) concluding the inventory for insured (state insured’s
name)”. This tells the transcriptionist that there are no
additional digital files for any given insured.
ALWAYS speak clearly, concisely and at a normal pace. This
allows the loss of contents to be transcribed accurately the
first time. If normal for you is a fast pace, you may want to
slow your pace. Below are ways to insure that you are not
interfering with the quality of your dictation:
1. If you find that you feel you are in a hurry, more NOTE: You may find it convenient to place a lanyard on your digital
than likely you sound like you are in a hurry. Take a
few deep breaths and slow your pace.
2. NEVER try and speak while you are rummaging
through debris, as the noise you are making will come
across louder than your voice.
3. NEVER set your recorder down and dictate from
across the room. The further you move away from
your recorder the less likely it is that your dictation will
recorder and hang it around your neck while you are taking
- DO request that all participants speak loudly and clearly.
- DO ask participants to spell proper names, streets, and cities.
- DO request that participants conduct their interview in a quiet
place, without outside noises to compete with the recording.
- DO NOT allow participants to interrupt each other.
- Sending along a printout from your claims system is helpful
for accurate name spellings, locations, and dates.
- When conducting in-person interviews, use a microphone
adapter to amplify participant voices and/or ensure the
recorder microphone is pointed at the interviewee to catch all
of their responses.
- All participants need to speak loudly and clearly, and should
not interrupt each other.