Category Archives: Insurance

Three Steps to Increased Efficiency in Your Insurance Office

When someone files a claim on their insurance policy, it is typically a high-stress situation.insurence They want fast results, and as the claims adjuster, you do too.  There are ways to increase efficiency in your office and work flow to speed up the whole process, allowing you to handle more claims.

Three Ways to Increase Efficiency

  • Embrace Technology onthe Road. Laptops, digital cameras and wireless internet have made it easy for claims adjusters to conduct business from multiple locations in a single day, but technology can still speed up the process. Whether you look into a mobile dispatch service or phone and computer applications that encompass the entire claims process – from statements and photographs to signatures and submissions – there are tech solutions that can make your work go faster.
  • Make Access Easier with Electronic Storage. When it comes to document storage and access, finding a specific sheet of paper in a mountain of papers can be time consuming and annoying. It doesn’t have to be. A digital storage system allows you to type in the name of a document and it’s ready to access. This means fewer hours searching for documents or typing information into multiple forms – just copy and paste when necessary. This type of system also cuts the wait time for documents from one department to another.
  • Outsource Transcription Duties. Notetaking and organization can be very time consuming. During calls or meetings, it also takes your attention away from your client. If you record these meetings and outsource transcription, this allows you to concentrate on your customer. With the right company, you’ll be confident that the transcript of your conversation is accurate and complete, instead of spending hours typing up your notes yourself. Just record your meetings, send them for transcription and move on to the next claim on your list. It’s that fast and easy.

A full-service digital recording and transcription service can speed up your information gathering process significantly. Contact Echo Documentation Solutions for a free quote.

Three Tips for Independent Adjusters to Cut Costs

As an independent claims adjuster, you don’t have an agency with huge resources to fall cost-cuttingback on.In fact, when you factor in your own expenses, pay for independent adjusters can be erratic and a bit nerve wracking. Here are three ways to keep your expenses under control, which will make your life as an independent claims adjuster a bit easier.

Three Steps to Cut Costs

Be as Well Informed As Possible About Claims. No matter what type or types of claims you’re going to handle, it pays to understand what you’re doing and the possible issues and problems that could arise. Not only that, but when you have a solid understanding of the type of claims you’re dealing with, you’ll be able to process them more quickly and complete more claims to increase your success rate. Basically, be as informed and educated about your field as possible.

Lead the Phone Conversation with Claimants. This one kicks in after your claimant has told you the story of what happened. Filing an insurance claim is a stressful experience for the individual on the other end of the phone line. It can help them to give complete information and stay calm when they hear the calm voice of an adjuster who is in control and knows exactly what questions to ask in order to bring about the best outcome for the client.

Consider Hiring Out Some Duties. For an independent adjuster, sometimes the key to success and lower costs is to delegate. When you hire a company for digital transcription services, all you have to do is start the recording and submit it for transcription before moving on to process your next claim. The right transcription company can provide you with copies that are guaranteed accurate.

Keeping costs under control is one factor in a claims adjuster’s success and time is another. Finding a full service transcription company, like Echo Documentation Solutions can help to lessen the stress of working on your own and help you manage your time better.

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Top Questions to Ask an Insurance Transcription Company

insurance trancriptionOutsourcing transcription services – especially insurance claim transcription services – can take a big load off busy firms. Decreasing the workload improves productivity, frees up staff for more critical items and ultimately saves on labor costs.

But before moving over to outsourced insurance transcription you should always do your due diligence and ask questions to ensure you’re using the right provider.

Question 1: What’s the turnaround time on insurance transcription?

Companies often state they can provide STAT orders within 24 hours for an extra fee but they rarely state on a website or in marketing materials just how long transcription takes without a STAT order. If you need documents turned around quickly on a consistent basis then be sure to ask what the average turnaround time is so you’re not left holding the bag.

Question 2: Can you explain the workflow?

You’re choosing to outsource, so the process is simplified. The last thing you want is to get involved with a transcription company that has a complex workflow and approval process. This approach requires you to work through multiple touch points and spend more time than necessary to turn around individual orders.

Question 3: How is data kept secure?

If you’re dealing with confidential information with insurance transcription, you want to make sure the provider offers state of the art encryption – which means going beyond just emailing completed documents to you when they’re finished.

Question 4: How do you operate?

Does the transcription provider work with in-house staff or are they more of a middle-man that in turn outsources to freelance transcribers? Do they work with next-generation speech recognition software? You want to fully understand who is working with your data, how they handle it, and the channels it passes through before the final transcripts reach you.

Question 5: Are you and your staff based in the US?

Even companies focused on speech recognition and digital transcription still utilize editors to review items before they’re sent to clients. Whether they only use editors or they also have transcribers on staff, you want to make sure they’re US Based. US Based transcription services have a better understanding of the subtle nuances of American English, our culture, tone, and the context of dialogue based on regions throughout the United States.

Ask the Right Questions to Get the Right Transcription Service

Echo Documentation Solutions is a US Based national dictation and transcription company making transcription faster, less expensive and more accurate. Contact us today to discover how Echo Documentation Solutions’ Dictation and Transcription Services can help you save money and improve employee productivity.

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Tips to Improve Recordings for Insurance Claim Investigation

insurance transcriptionThe quality of your audio recording during an insurance investigation affects every aspect of transcription, especially the amount of time it takes to accurately complete the insurance claim transcription.  To generate a more accurate document, here are several tips to boost audio quality and accuracy of the final transcription.

  1. Try to minimize background noise during interviews and while taking statements.  Get the individual to speak in an area with minimal noise such as a private room, or another room in their home.  Poor quality microphones tend to pick up a lot of unwanted background noise, such as PC fans, electrical hums, tapping, chair squeaks and other bits of white noise.
  2. Make sure only one individual speaks at a time.  Otherwise conversation can become garbled and it’s difficult to know which individual is talking.
  3. Each individual should be directed to speak clearly and slowly and to speak in the general direction of the recording device.  It’s not uncommon for people to look upward, cover their face while talking, or hang their head and speak while discussing traumatic events, but this can muffle speech during a recording.
  4. Try to avoid refreshments or shuffling through papers and notes during an interview.  Talking into a cup while drinking is common, and shuffled papers or notes make sharp sounds that inhibit speech recognition during transcription.
  5. Utilize quality digital recording equipment that offers features that meet all your requirements.  Avoid analog recording devices, as master copies utilizing tape can be easily destroyed or compromised.
  6. For any digital recorder always make sure voice activated recording is turned off.  This prevents words from being clipped if there is a significant pause during an interview or statement.  Insurance transcription services aren’t always able to fill in the gaps if clipped words aren’t obvious.
  7. For accuracy during insurance transcription, using quality external microphones is always recommended over internal microphones that are mounted within a digital recording device (like a tape recorder).  Multiple uni-directional microphones offer the best sound when positioned to face the speaker over a single multi-directional microphone.
  8. If you feel a speaker may have been muffled or did not speak clearly, remember to ask them to repeat themselves.  The individual making the investigation or taking the statement can also repeat the answer back to the individual and ask them to confirm the statement for the most accurate record.

Accurate Transcription, Guaranteed

Echo Documentation Solutions is a national dictation and transcription solutions and technology provider with more than 14 years of experience in professional transcription.   Contact us today to discover the software, tools and tactics we use to improve the quality of your insurance transcription.

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Clean vs. Normal Transcription for Insurance Claims

transcription, insurance transcriptionTranscription comes in a variety of forms – it’s not as simple as recording what is said.  When outsourcing insurance transcription services it’s important to understand which type of service is most appropriate for the individual interview or statement.

Clean Insurance Transcription

A clean insurance transcription is the process of typing out the essence or context of what is being said in an interview or claim rather than the entirety of what is being said.

Essentially the transcript is edited to remove filler or fluff, false starts, interruptions, noises, and other items deemed irrelevant to the investigation.

An example would be this original recorded dialog- “Well, I uh..  I um was at the light.  And this guy, I think it was a guy, came speeding through the…. uh… the red.  I ‘m sure it was red because mine just switched to green.  And he… you know just as I started to go… he swerved and smashed in the side of my car… the left side, back here… back by my door on the driver’s side.”

A clean transcription of the same claim investigation could be:  “I was at the light and this guy came speeding through the red light as my light switched to green.  As I started to go, he swerved toward my car and smashed into my car near the back door on the drivers’ side.”

Normal Insurance Transcription

Normal transcription captures every bit of detail for an interview or statement as it is recorded.  This includes all false starts, noises, coughing, nuances in tone, interruptions, side conversations that are audible, repeated words and other speech/sounds that occur during the recording.

In the above example, the original recording would be transcribed exactly as it takes place.  If the individual being interviewed were to cough, stutter, chuckle or hesitate for a long period then this information would be recorded.

For an insurance claim investigation, a normal insurance transcription would be more appropriate.  Even subtle changes in tone, delays and repeated statements could aid in processing a claim.  For example, a repeated statement that changes even slightly over the course of an investigation could lead to the discovery of a false or misleading claim.

When outsourcing insurance transcription, it’s important to work with transcription services capable of accurately capturing the full detail of claims investigations, statements and interviews.

Accurate Transcription, Guaranteed

Echo Documentation Solutions is a national dictation and transcription solutions and technology provider making transcription faster, less expensive and more accurate.  Contact us today to discover how Echo Documentation Solutions’ insurance transcription services can help you improve the quality and accuracy of your claim investigation workflow.

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Why Transcription is Critical for Insurance Claim Investigation

insurance claim transcriptionBecause of the unique nature of the English language, transcription services become an important part of business when speech is recorded or dictated.  When we transcribe we give direct specification to the pronunciation of words.

If every day spelling reliably indicated the actual pronunciation of words then insurance transcription likely wouldn’t be necessary – but it doesn’t in most cases.  This is due to the fact that spelling in the English language is blatantly irregular.

An example is the English word “write”.  We know that the W must be ignored.  When pronounced, it is identical to “rite” and “right”.  These words, known as homophones, could be misinterpreted if one were merely listening to a recorded insurance claim investigation.  It would be up to the listening to identify the context.

Those processing insurance claims and listening to these investigations have to contend with the ambiguity inherent in a lot of spelling sequences.  Some spellings are entirely ambiguous.  Consider hearing the word “entrance” – is the speaker using the words “entrance” or “entrants”.

Even an individual with an advanced understanding of the English language, such as an employee tasked with insurance transcription in house, could sometimes forget important phonetic rules – even basic ones.  Outsourcing to an insurance claim transcription service provides insurance companies with a professional experienced in phonetic transcription, ultimately producing more accurate transcriptions.  Something that is critical when documentation much be used for financial and legal representation around events that occurred.

This is also why speech recognition and voice to text software should be avoided.  While an affordable solution, there are typically issues with accuracy where phonetics are concerned.  Software does not often understand the context in which a word is used.  It uses algorithms to assume the most appropriate spelling or word based on the speech of the individual.  Speech issues in a recording could lead to improper insurance transcription – which can lead to problems if legal issues arise surrounding a claim.

Get Claims Processed Faster with Outsourcing

Echo Documentation Solutions is a national dictation and transcription solutions and technology provider making transcription faster, less expensive and more accurate.  Contact us today to discover how Echo Documentation Solutions’ insurance transcription services can help you improve the quality and accuracy of your claim investigation transcription.

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The Benefits of Outsourcing Insurance Transcription

insurance transcriptionAn issue that businesses consistently face, especially insurance companies, is that in-house transcription takes up a great deal of time and man power.

While outsourcing insurance claim transcription is a viable option, many organizations are opposed to this based on the assumption that there is a high cost involved.  What they don’t consider is that keeping transcription in-house is far more expensive.

Salaries & Wages

Unless you have an office staffed with unpaid interns, every employee costs money.  Your employees are required to transcribe that data and – depending on the volume – this can lead to overtime depending on claim load.

If your employees are on salary and work extended hours, you can expect a loss of productivity due to burn out.  Employees who work extended hours can’t effectively maintain that pace over the long term.  As a result the quality suffers, or you’re forced to bring on additional staff to cover the additional claim transcriptions.

Management Expenses

You’d like to be able to trust your employees implicitly.  Unfortunately, the work of any employee typically needs at least some sort of review.  Insurance claim transcription requires review for accuracy and must be tracked to ensure they are completed in a timely manner.

For managers, this takes time away from reviewing and managing more critical components of the business.  If you hire individuals specifically for the purpose of reviewing and finalizing insurance transcription then you’re paying higher wages for additional supervisory positions you wouldn’t need if you were outsourcing to insurance transcription services.

Information Technology

Transcription can’t be done accurately without the right technology.  This includes costs such as purchasing equipment, maintaining that equipment (with in-house or outsourced IT professionals), and training employees on the use of specialized hardware and software for transcription.

Overflow and Delays

Every action results in cost, especially delays in processing insurance claims.  It’s not uncommon for delays to force the hand of managers where they hire on help quickly, flail under the backlog, or wind up outsourcing some of the transcription.  However, when that’s done at the last minute with a tight deadline the outsourcing typically costs more to ensure a rapid turnaround.

The Best Alternative

Insurance claims transcription services provide a great service and is one of the primary ways insurance agencies find relief from a heavy work load and tight budgets.  With a quality transcription service, insurance companies see a number of benefits.

  • Improved quality of claim transcription resulting in more accurate processing
  • Reduced man hours among in-house staff
  • Elimination of the need to contract additional staff based on claim volume
  • Reduced delays in transcription due to back logs
  • More productive employees capable of focusing on critical tasks

Get Claims Processed Faster with Outsourcing

Echo Documentation Solutions is a national dictation and transcription solutions and technology provider making transcription faster, less expensive and more accurate.  Contact us today to discover how Echo Documentation Solutions’ insurance transcription services can help you save money and improve employee productivity.

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