A community of 30,000 US Transcriptionist serving Medical Transcription Industry

Best point of contact (needing clients) - Leaving nest to try and fly

Posted: Oct 24, 2010

I am in the process of starting up a transcription company. Just want to start off with enough to keep a couple of transcriptionists busy at first. Going to be contacting clinics and rural hospitals and possibly offer to do overflow for larger facilities. Who would you contact...the CEO, HIM manager, MR supervisor? I am at a loss as to who is the best point of contact. Also, do you think one would do better to send out business cards and introduction letters/pamphlets or would you call? I would truly appreciate any input from someone who has started his/her own company and can give me some advice on how best to get started as far as contacting and securing a client. Thanks so much!

going into business - good luck

[ In Reply To ..]
Many years ago, I took a course in transcription. When I was done, I made up a brochure and hand delivered them to different doctors in the area. I took many around and received 2 jobs from that, which I ended up giving up a few years later because I moved and they were pick-up and delivery of reports and too far to travel. Personally, I would do that versus phone calls. Create a well-done brochure, get all prettied up one day and go door-to-door. That way, they get to meet you and see you instead of a non-personal phone call.

I got out of transcription for awhile. I then moved to another state and got a job with a transcription company. Having your own company is more expensive these days. You have to have a lot of equipment because everything, it seems, extra phone lines, etc, as a lot of it is done on-line now and not a lot of doctors are doing tapes anymore. You also have to charge a rate low enough to compete with the big MTSO's. You have to decide whether it is worth it to get into your own business or not.

I am working for a large MTSO now and it is a lot less headaches and expense than having my own business. Along with the expense of the equipment, putting up with all the headaches from the clients, you have to pay more in social security with having your own business. Yes, you do get to write off your business expenses, but when you work for a company in your own home, you get to write a lot of things to write off too, plus pay less social security. I know a lot of people complain about the MTSO's, and rightly so, but things in this business are changing whether we like it or not and we have to flow with it or move on. I don't make a huge line rate, but I am okay with working for someone else instead of having my own business. Things have changed since I first started off doing transcription.

Just a few of my thoughts.

posting links to your own website will no doubt be removed - alias

[ In Reply To ..]
It is not allowed here. Just saying.

oops...got posted under wrong ad...sorry. disregard - alias

[ In Reply To ..]
nm

own business - Beth

[ In Reply To ..]
You definately want to do some good ole one on one marketing and probably ask if there is an office manager then if not, go to HR. You would probably be best to try some small clinics or maybe even urgent care just to get your feet wet and not be taking on more than you can handle. That will also give you a chance to see if it will be worth the headache/s. If it works out for you and you need some help, I am looking for work. lol Just saying. Best of luck to you

Learning BEFORE you go - MTSO

[ In Reply To ..]
This is the kind of basic information you should have already learned if you've decided to go into business. The feeling I get is diving in without really understanding what you're getting into. If I've "heard" you wrong, my apologies.

Who you contact depends on the type of facility. In a hospital setting, the HIM director *usually* makes the decision but sometimes is a board that has to vote on things. But to start with HIM director would be who you contact.

In a doctor's office or small clinic, you'd contact the office manager.

Have you already chosen what methods you will use for the physicians to dictate, how you will receive the dictation? How you will return their product? Price points? Payment terms? Have you developed your HIPAA statement? Also included your security officer information? References? Do you know if you will have employees or ICs and if you choose ICs are you sure you are doing so legally? If you are choosing employees, have you applied for your EIN both federal and state? Have you met with an accountant to know what you need to have in place for your accounting purposes? Have you met with an attorney so you understand your liabilities? Have you checked to see if you need a business license in your area? Is transcription taxable in your state (in some states there is state tax on certain service industries)?

Those are the things I'd START with and if you've got all that already decided, then I'd make up a brochure and send it out with a cover letter to all the entities you want to consider. Then after a week or 2, I'd call the larger facilities, cold call the smaller ones and see if you can get a meeting.

Many physician offices and small clinics are using the point-and-click or other similar products for their dictation. Not all, but a lot are.

Good luck! There's a lot to being an MTSO. It's 24/7/365 whether you're sick, happy, sad, talented, untalented, single, married, childless or raising a brood, snow, rain, heat :)

Thank you - Leaving nest to try and fly

[ In Reply To ..]
Thank you for your input! I do have everything else in place (EIN #, 10-year business plan, confidentiality and HIPAA statements, business line, line rates, letter of recommendation, TAT times, etc). I also realize I have to enter into a BAA with my clients.

I really don't want IC status employees but am looking into statutory employees (no benefits but I would pay my portion of the taxes and thus have some control over scheduling).

I have a company I am going to use for method of receiving and sending dictation/transcription (saves me from having to worry about the technical aspect/issues). I truly like what they have to offer. They provide services to other transcription companies who are quite pleased with them.

I have been a transcriptionist for 20 years and am so ready to get my own work, even if just enough to keep self busy; however, my hope is to grow and be able to provide a decent job for other MTs. Trust me, I have a game plan.

My biggest problem is just figuring out who to contact and go about trying to get a client. That and I'm a bit on the shy side. I think that if I could just get a few meetings/interviews, even if I don't get the job/contract, I would then know what to expect and be able to better prepare a presentation.

To be honest, I had everything in place last year and sent out tons of letters, brochures, discount cards, etc, but never had any response. I'm thinking it is best to go in person rather than just mail them.

At this time, I am redoing my cards and website and getting everything in place for the beginning of next year to try and start again. I gave up too quickly last time.

As for accounting purposes, I do have an AOS degree in accounting and will work closely with a local accountant. I will handle payroll myself but need an accountant who is up-to-date on tax codes and such.

Also, I hear what you are saying about clinics using the point-and-click products. Many of the clinics here have gone that route and are not using a transcriptionist at all.

I think I have come up with an angle though that may land me a few dictators to start with...difficult dictators. Whatever it takes to get my foot in the door! Getting started to me is the hardest part.

Once again, thank you for your advice, it is truly appreciated.

trying to fly - ronna

[ In Reply To ..]
I wish you all the best in "trying to fly!"

I started in this industry back in 1994, with no MT experience; merely having been a medical secretary who knew how to transribe and could type fast!

I sent out letters to office managers of solo pratitioners (I figured they would be less likely to have an in-house MT or go with a larger MTSO), and offered a line rate one cent less than the "going rate" at that time. I then waited about a week and called everyone to whom I had sent a letter. At that time, I managed to acquire about one client for every 100 letters/phone calls. However, as time went on, some of the offices that didn't need my service initially called back, inquiring about my services.

Of course, today's enviroment is dramatically different than it was in 1994.

I changed careers in 1998 and went to work as a mortgage broker. I became an MTSO at that point as I hired MTs to continue my accounts, and I "proofed & printed" the work (pre-internet days!). In 1999, as my new career blossomed, I could no longer handle having two full-time jobs, and sold my accounts to my best MTs.

In 2003, the mortgage broker with whom I had partnered went belly-up, and I was able to salvage some of my former accounts. Unsuccessful in my attempts to acquire new accounts (I was divorced by then and my only source of income), I went to work for an MTSO. I earn twice as much in half the time with my own accounts but can't afford to try to acquire any new accounts right now; however, recently the MTSO work has dwindled and I am faced with the challenge of either finding a new MTSO or "trying to fly" myself.

good luck - Elizabeth

[ In Reply To ..]
For 18 years I have worked as an MT for pretty large companies; since outsourcing began to really pick up in mid 2000s (about 2004), my pay has been cut over 40% from what I earned in 1997. I am getting out of the MT field soon, starting zaayer farm and making goat jerky. Please google zaayer farm and see my new endeavor.

Going in person first - MTSO

[ In Reply To ..]
I just want to reiterate my advice AGAINST doing this.

The people you need to see are busy. You will be little more than an interruption in their day unless you've called ahead and made an appointment. By mailing your information first, you open their minds (even if just a little) and then following by a phone call you will have just as much success (possibly more) than just dropping in on them. In some hospitals, larger clinics, you have to go through several layers before you get to the person who can actually do anything about your request.

Sounds like you've got all your bases covered though and I wish you luck. When I started as an MTSO many, many years ago, my personal physician was my first client. Whenever you see a medical person, share what you do!!

Walking Into Offices Can Work-Have to do it right though - mtanon

[ In Reply To ..]
This method worked for me for years getting my own clients. Mailings for me were a waste of money. There are few steps to the "walking in" method.

I walked in to many MD offices with my brochures in an envelope (don't really have to have anything on it but maybe your Name, Business name, etc. in a TO/FROM format from you to the practice manager. (I had a little line printed on the bottom left that just said "Transcription Service Information.)

Then just go up to the reception desk and ask if they could plese pass your envelope on to the practice manager. Say something like â��Iâ��d like to drop this off for your practice manager. Itâ��s just some information about our medical transcription service.â��

Big Advice #1: When you go up to the reception desk, do NOT explain that you're starting out or looking for work or anything like that. Do not engage in a conversation with the reception people about your business. You are there only to leave your information for the practice manager. Just say Hi, hello, whatever, and then go into your above statement.

Big Advice #2: Neverrr ask to "see" the practice manager. Getting a no at this point is counterproductive and humiliating to be told no.

Big Beware though --receptionists may tell you things like "oh, we have someone already," or like "oh, we send it out," but don't let that deter you. Just politely say something like "that's okay, I'd like to leave it for them anyway. Also, If they don't give you a name, you can't help that. Just remember, the receptionist has no decision-making capabilities, so you donâ��t owe them any explanation or defense, just be polite and try to get them to take the envelope. If they absolutely refuse, just thank them politely and leave.

PURPOSE OF LEAVING INFORMATION: After handing your envelope to the reception person to pass on, here is the key to your visit: politely ask if you could have the practice/office managerâ��s name. Donâ��t explain why (unless they ask) other than saying something like â��for follow up,or for my records.â�� Carry a little tablet or nice looking planner to write down the name while you're still at the front desk (if they donâ��t want to give it to you, thank them anyway and leave).

That way, you really do have someone to call in a few days to see if there was any interest in your service now -- or in the future. It's kind of fun actually, and you at least are doing something productive to get going.

If not a brochure, at least have a letter of introduction to leave for them, along with your business card. But the key is to get that name.

Big Advice #3: If there are people (patients) checking in, do not do anything though until they have been helped first. I have sat in a waiting room chair many times waiting until there's a break in the reception desk area, then I could go up and not interrupt the patient traffic flow.

Good luck to you, I believe you can do this with this method and have early success in finding work. Hope this makes some sense to you.

That was excellent advice! Thanks for sharing it! - Idle MT

[ In Reply To ..]
I think that was great advice, and not just for finding MT clients, but ANY kind of clients for a small business.

THANK-YOU !!!

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