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Transcriptionist's responsibility RE: Missing dictation - gracie64

Posted: Jun 13, 2013

Situation - Clinician does not dictate on a patient for a DOS or (even worse) routinely does not dictate their sessions with patients. Is it the transcriber's responsibility to go though clinicians' schedule daily and check to see that there are corresponding voice files to patients seen and, if not, e-mail reminders to clinician to dictate. I feel like I have to take some of them by the hand and remind them of something that is so obvious to their job. We are talking about people with Masters degrees and above.

Or, should this responsibility fall on support staff of the department?

Is it in your job description...SM - Old Anon

[ In Reply To ..]
Has this responsibility been assigned to you or have you taken it upon yourself to do this? It really sounds like a job for the office manager and/or billing person (who may be one in the same). After all, if there is no documentation of a patient's visit, there can be no billing generated. If it is someone else's job, can you ask to be relieved of this duty so you can do what you do, transcribe? You might just be able to give the office manager a list of patient names who have missing dictation and let that person take care of the reminders to the clinician.

missing dictation - ICManiac

[ In Reply To ..]
I used to have an account where I would get phone calls and emails all the time about why I did not send in a report on this patient or that. It drove me batty. I am in one state and the office was in another. I started sending a list of patients with each batch of returned work (one batch returned for each date of service). I would still get the calls. Now keep in mind, the doctor paid me (he was an IC like me and just provided services at that office) not the office. I finally sent a formal request for a $25 fee for each missing dictation request to the person in charge with an explanation that my obligation was to the person who paid me and did not include researching lost reports for them.

The requests stopped immediately because they began getting the doctor to initial each chart after he completed his dictation. Part of their problem was that he would see the patient and then hand off the chart to follow the patient to check out. He would usually get the chart back, but on occasion it would go on to someone else and he would not get it back that day. Since he only worked there one day a week, it would be a delay of a week to get the chart back to him.

Maybe if you have a conversation about how the flow in the office works so you can pin down the problem, you could offer suggestions to them (such as initialing the chart "just until we figure out where the problem is" or "so I don't have to add an administrative fee to research lost reports").

Unless it has been specified that you are to provide that service, you shouldn't. Unless you are being paid to provide that service, you shouldn't. Remember that even people with master degrees can be incredibly busy and they should be smart enough to hire support staff to keep them organized and on track to maintain a successful business.

Thanks for the input - gracie64

[ In Reply To ..]
I am not on site, but telecommute. My pay is calculated by line count only. Hours aren't calculated into my pay.

Should only fall on - support staff

[ In Reply To ..]
if support staff are being compensated. Be smart!

Missing dictations - anon

[ In Reply To ..]
It is my responsibility at facilities I transcribe for; however, I charge for the list now. It is not my sole responsibility; we all check.

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