Better knowledge - better transcripts
Tips for Correct Transcription
home home about about executive support executive support trans- cription trans- cription office support office support web internet support web internet support resources resources dictation dictation
Michele Duran Skroch (skraw) 505-922-1000 Albuquerque, NM voice 703-697-TYPE (8973) NoVA voice 1-877-217-0005 voice email: michele@type-thing.com web: http://type-thing.com
Serving customers across the United States including Washington D.C., Northern Virginia, to California, and of course, New Mexico on domestic and international business.  Locally we provide service to Albuquerque, Las Cruces, Rio Rancho, Santa Fe, Roswell, Farmington, Clovis, Hobbs, Alamogordo, Gallup, and other cities in New Mexico.
Updated 16 Jan 2016 Text and graphic content Copyright 2000-2015 Type-thing Services, LLC except where noted . All rights reserved. Disclaimer about information on this site.
This page describes specific information Type-thing Services has compiled about producing correct transcription and transcripts. This information is primarily focused upon the transcriptionist.  The list is not complete and represents only a highlight of tips and what might be done by a transcriptionist. General suggestions Correct grammar Drug names Correct spelling The right equipment The right environment These tips are primarily for the transcriptionist.  We also have Dictation and Transcription Tips for those who record audio.
General suggestions
READ, READ, READ your work. o Does it make sense?  If not, you need to go back and listen and figure out where something is wrong. Proof your work! In most reports or dictation, correct obvious errors your speaker may produce.  In literal transcripts you may be asked NOT to do this. o Your dictator says "He is now divorced from his ex-wife." Since he couldn't have been married to an ex-wife-- that is a result of the divorce.  We expected this to be change to "He is now divorced from his wife." Consistent template for your work. o If you have a template for your work, stick to it!  Provide consistency in your work product. o Provide consistent style to your work product.  Have the same indentation, number of returns between paragraphs, etc.
Correct grammar
"I'm going to the store; however, John will be home with the kids." o Correct - two sentences can stand on their own but are connected with a conjunction (however), set off with a semi-colon before "however" and  comma after it. "I'm going to the store, however, Mike is not." o Correct, but NOTICE the difference with respect to the above example.  Only one complete sentence with a phrase ("Mike is not" -- is not a complete sentence, it's a phrase).  This type is set off with a comma before and after "however." "The doctor prescribed medication, i.e., generic drugs." o Use commas before and after "i.e." "Tammy is going shopping, and Tammy is going to school to learn punctuation." o Notice "and" is used a conjunction (conjunctions include and, that, however, therefore, just to name a few).   Whenever you are using two complete sentences and are joining them with a conjunction, a comma goes before the conjunction (in this case "and").  If BOTH parts on either side of "and" rely on the other side (are NOT complete sentences on their own), no comma is used. "I like ham, eggs, and cheese for breakfast." o We prefer use of commas in series--including before the last "and." NEVER use a contraction in formal writing. o This is particularly true for letters and evaluations.  For instance, "don't," "can't," and "won't," are examples.  Spell them out, no matter what the person is dictating.  Be careful with run-on sentences. o You can only use ONE conjunction in a sentence.  After that you have run-ons.  Use a period. DON'T listen to your dictator's punctuation if they are bad at  punctuating! If your dictator calls out items in parentheses, put them in parentheses. In your word processor, to to your options (usually under tools) and turn on the grammar checker.  It will help you with some of these problems.  ALWAYS have it on.
Drug names
Purchase and use Steadmans dictionary software for your word processor. o Obtain the version that includes drug names.  Update it at least once a year. Take note of new drug names on television commercials.  Write them down. Tylenol PM is a drug - please use it correctly (not Tylenol p.m.)
Correct spelling
In your word processor, to to your options (usually under tools) and turn on the spell checker. Purchase and use Steadmans spelling software (for medical transcription). Buy and use a dictionary.  Try dictionary.com. Display a list of words that you misspell in your work area.  Look at it, use it, learn. "Cannot," "a lot" o Cannot is ONE word, not two. o "A lot" is two words, not one. "high school" o If the name of the school isn't in the sentence, "high school" should not be capped. "Ph.D." o There is only one way to spell this, Ph.D
The right equipment
The right hardware o Use a transcription system with a foot pedal. o Use a headset, headphones, earphones while transcribing.  Don't listen through speakers. The right software o Spelling software with domain-specific terms or drug names o Use an approach to expand short keystrokes into larger phrases or terms.  There are multiple approaches to do this. The right references o Domain-specific references o Meeting notes o Appointment listing with names The right security o Use a cross-cut shredder on all private materials (faxes, drafts, etc.) o Internet access with a firewall-router that provides internal network address translation (NAT) o Software client firewall on all computers o Virus software on all computers with automatic updates set to on o Operating system security updates enabled. o Encrypt private information sent via email, FTP, or otherwise sent over the Internet
Correct spelling
Select a quite location. Make sure your ergonomics are correct (search for details elsewhere) o Comfortable chair o Screen the right height o Keyboard of the proper type to avoid fatigue Take short breaks to recover physically and mentally
contact us contact us
Better knowledge better transcripts
Tips for Correct Transcription
home home about about executive support executive support trans- cription trans- cription office support office support web internet support web internet support resources resources dictation dictation
Michele Duran Skroch (skraw) 505-922-1000 Albuquerque, NM voice 703-697-TYPE (8973) NoVA voice 1-877-217-0005 voice email: michele@type-thing.com
Updated 24 Mar 2015 Text and graphic content Copyright 2000-2015 Type-thing Services, LLC except where noted . All rights reserved. Disclaimer about information on this site. Serving customers across the United States including Washington D.C., Northern Virginia, to California, and of course, New Mexico on domestic and international business.  Locally we provide service to Albuquerque, Las Cruces, Rio Rancho, Santa Fe, Roswell, Farmington, Clovis, Hobbs, Alamogordo, Gallup, and other cities in New Mexico.
This page describes specific information Type-thing Services has compiled about producing correct transcription and transcripts. This information is primarily focused upon the transcriptionist.  The list is not complete and represents only a highlight of tips and what might be done by a transcriptionist.
General suggestions
READ, READ, READ your work. o Does it make sense?  If not, you need to go back and listen and figure out where something is wrong. Proof your work! In most reports or dictation, correct obvious errors your speaker may produce.  In literal transcripts you may be asked NOT to do this. o Your dictator says "He is now divorced from his ex-wife." Since he couldn't have been married to an ex-wife--that is a result of the divorce.  We expected this to be change to "He is now divorced from his wife." Consistent template for your work. o If you have a template for your work, stick to it!  Provide consistency in your work product. o Provide consistent style to your work product.  Have the same indentation, number of returns between paragraphs, etc.
Correct grammar
"I'm going to the store; however, John will be home with the kids." o Correct - two sentences can stand on their own but are connected with a conjunction (however), set off with a semi-colon before "however" and  comma after it. "I'm going to the store, however, Mike is not." o Correct, but NOTICE the difference with respect to the above example.  Only one complete sentence with a phrase ("Mike is not" -- is not a complete sentence, it's a phrase).  This type is set off with a comma before and after "however." "The doctor prescribed medication, i.e., generic drugs." o Use commas before and after "i.e." "Tammy is going shopping, and Tammy is going to school to learn punctuation." o Notice "and" is used a conjunction (conjunctions include and, that, however, therefore, just to name a few).   Whenever you are using two complete sentences and are joining them with a conjunction, a comma goes before the conjunction (in this case "and").  If BOTH parts on either side of "and" rely on the other side (are NOT complete sentences on their own), no comma is used. "I like ham, eggs, and cheese for breakfast." o We prefer use of commas in series-- including before the last "and." NEVER use a contraction in formal writing. o This is particularly true for letters and evaluations.  For instance, "don't," "can't," and "won't," are examples.  Spell them out, no matter what the person is dictating.  Be careful with run-on sentences. o You can only use ONE conjunction in a sentence.  After that you have run-ons.  Use a period. DON'T listen to your dictator's punctuation if they are bad at  punctuating! If your dictator calls out items in parentheses, put them in parentheses. In your word processor, to to your options (usually under tools) and turn on the grammar checker.  It will help you with some of these problems.  ALWAYS have it on.
Drug names
Purchase and use Steadmans dictionary software for your word processor. o Obtain the version that includes drug names.  Update it at least once a year. Take note of new drug names on television commercials.  Write them down. Tylenol PM is a drug - please use it correctly (not Tylenol p.m.)
Correct spelling
In your word processor, to to your options (usually under tools) and turn on the spell checker. Purchase and use Steadmans spelling software (for medical transcription). Buy and use a dictionary.  Try dictionary.com. Display a list of words that you misspell in your work area.  Look at it, use it, learn. "Cannot," "a lot" o Cannot is ONE word, not two. o "A lot" is two words, not one. "high school" o If the name of the school isn't in the sentence, "high school" should not be capped. "Ph.D." o There is only one way to spell this, Ph.D
General suggestions Correct grammar Drug names Correct spelling The right equipment The right environment These tips are primarily for the transcriptionist.  We also have Dictation and Transcription Tips for those who record audio.
The right equipment
The right hardware o Use a transcription system with a foot pedal. o Use a headset, headphones, earphones while transcribing.  Don't listen through speakers. The right software o Spelling software with domain-specific terms or drug names o Use an approach to expand short keystrokes into larger phrases or terms.  There are multiple approaches to do this. The right references o Domain-specific references o Meeting notes o Appointment listing with names The right security o Use a cross-cut shredder on all private materials (faxes, drafts, etc.) o Internet access with a firewall-router that provides internal network address translation (NAT) o Software client firewall on all computers o Virus software on all computers with automatic updates set to on o Operating system security updates enabled. o Encrypt private information sent via email, FTP, or otherwise sent over the Internet
The right environment
Select a quite location. Make sure your ergonomics are correct (search for details elsewhere) o Comfortable chair o Screen the right height o Keyboard of the proper type to avoid fatigue Take short breaks to recover physically and mentally.
contact us contact us