top of page

A Complete Guide to Digital Dictation

Are you considering outsourcing your digital dictation? Wondering how it works and what you need? This guide will answer your questions and explain the benefits of outsourcing digital dictation for your business.

What Is Outsourcing Digital Dictation?

Outsourcing digital dictation is a simple process. You record your voice notes or dictations, send them online to an outsourced transcription service, and receive the completed transcriptions. This allows you to save time, increase efficiency, and focus on your core tasks.

How Does Outsourcing Digital Dictation Work?

  1. Record Your Dictation: Use a digital dictation device or app to capture your voice notes.

  2. Send Audio Files: Upload or send your recordings through a secure internet connection to your outsourced typist.

  3. Receive Transcriptions: Your transcriptionist will return the completed, formatted document to you, usually via email or a secure platform.

Best Digital Dictation Devices and Apps

Choosing the right digital dictation device depends on your working style. Do you prefer to work on the go or from your desktop? Here are your options:

  • Mobile Digital Dictation Apps: These apps are perfect for those who need to dictate while on the move. The OutSec Speak App, free for clients, has features like pause, rewind, play, and record, allowing you to work anywhere, anytime. The dictations are sent directly from your smartphone, making outsourcing digital dictation easy and convenient.

  • Cloud-Based Digital Dictation Systems: For businesses with internal secretaries or larger teams, we recommend Speechwrite360, a cloud-based system that offers workflow automation and reporting. This system integrates seamlessly with your current setup without needing installation on your existing infrastructure.

Can We Use Our Existing Digital Dictation System?

Yes! We integrate with most digital dictation systems. This means you can continue working the way you are, but with the added benefit of outsourcing when needed. Your recordings will be routed to our transcription service, giving you flexibility without disrupting your existing processes.

Transcribing Documents in Your Preferred Format

Our transcription service is designed to fit your specific needs. We transcribe your dictations into your custom templates, ensuring consistency and accuracy. Unlike automated speech recognition tools, human transcriptionists can handle complex instructions.

For example, if you have a lengthy report with standard text, you only need to dictate the custom sections. This saves time and effort, and you only pay for the length of your dictation, not the document size.

How to Receive Your Completed Transcriptions

There are several options for receiving your completed documents:​

  1. Secure Portal: For businesses requiring enhanced data security, we offer a secure download option through a dedicated portal.

  2. Case Management System Access: You can also grant us access to your case management system, allowing us to work directly within your existing setup. This option preserves your workflow for template management, filing, and more.

Why Outsource Dictation?

Outsourcing digital dictation offers several key benefits:

  • Save Time: Outsourcing allows you to focus on more critical tasks while professionals handle your transcription needs.

  • Improve Accuracy: Human transcriptionists ensure more accurate and customized results compared to automated systems.

  • Increase Flexibility: You can scale your transcription needs up or down as required without overburdening your in-house team.

Get Started with Outsourcing Digital Dictation

Outsourcing your digital dictation is quick and easy. Contact us today to learn more about how we can help streamline your workflow and improve efficiency. Visit our Pricing page for the latest costs and details.

bottom of page