Recording Tips
DICTATION TIPS
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.

Equipment
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.

  1. Low batteries can cause background noise, distortion and
    recorder malfunctions.  It is a good idea to carry an extra pair
    of batteries.
  2. 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.
  3. 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.

Identify
It is very important that you connect an identity to your dictation.  
This insures that the proper dictation is never confused with another
insured.

    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.

Dictate Clearly
    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
    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
    be discernible.

NOTE:  You may find it convenient to place a lanyard on your digital
recorder and hang it around your neck while you are taking
inventory.

Interview-Taking Hints:
  • 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.